Process overview: Reevaluation

A student receiving services mandated by an Individualized Education Program (IEP) must be reevaluated at least once every three years. A reevaluation may occur sooner than three years if necessary.

Important: A reevaluation may occur once per school year without approval. Any subsequent reevaluations per school year must be approved by the principal or Committee on Special Education (CSE) chairperson.

Select from below.

If...	Do this...
This is the first reevaluation this school year AND the parent or guardian made the request	A DOE staff member creates the Request for Reevaluation document in SESIS. A DOE staff member sends the Notice of Request for Reevaluation to the parent or guardian and changes the status of the document to Final. A DOE staff member prints the Request for Reevaluation - Parent fax coversheet. A DOE staff member faxes the parent request for reevaluation and the appropriate fax coversheet into SESIS. Proceed to step 2.
This is the first reevaluation this school year AND the request was made by anyone else	A DOE staff member creates the Request for Reevaluation document in SESIS. A DOE staff member sends the Notice of Request for Reevaluation to the parent or guardian and changes the status of the document to Final. Proceed to step 2.
This is the second or subsequent reevaluation this school year AND the parent or guardian made the request	A DOE staff member creates the Request for Reevaluation document in SESIS. SESIS determines if the reevaluation is the second within the same school year. SESIS indicates that a DOE staff member needs to submit this request for review. A DOE staff member changes the status of the Request for Reevaluation document to Review. The request appears on the principal's or CSE chairperson's Requests for Reevaluation Awaiting Approval report. The principal or CSE chairperson indicates approval or disapproval on the Request for Reevaluation. SESIS prompts the user to finalize the Request for Reevaluation. SESIS prompts the user to create the Additional Request for Reevaluation document. A DOE staff member sends the Additional Request for Reevaluation letter to the parent or guardian and changes the status of the document to Final. Note: The language of the notice will reflect whether the additional reevaluation was approved or disapproved. If the request was approved, a DOE staff member prints the Request for Reevaluation - Parent fax coversheet. Note: If the request was denied, the process stops. A DOE staff member faxes the parent request for reevaluation and the appropriate fax coversheet into SESIS. Proceed to step 2.
This is the second or subsequent reevaluation this school year AND the request was made by anyone else	A DOE staff member creates the Request for Reevaluation document in SESIS. SESIS indicates that a DOE staff member needs to submit this request for review. A DOE staff member changes the status of the Request for Reevaluation document to Review. The request appears on the principal's or CSE chairperson's report, Requests for Reevaluation Awaiting Approval. The principal or CSE chairperson approves or disapproves the request. SESIS prompts the user to finalize the Request for Reevaluation. SESIS prompts the user to create the Additional Request for Reevaluation document. A DOE staff member sends the Additional Request for Reevaluation letter to the parent or guardian and changes the status of the document to Final. Note: The language of the notice will reflect whether the additional reevaluation was approved or disapproved. If the request was approved, proceed to step 2. Note: If the request was denied, the process stops.

Select from below.

If...	Do this...
Additional testing is needed	A DOE staff member creates the Assessment Planning document. A DOE staff member sends the Consent for Additional Assessments letter to the parent or guardian and changes the status of the document to Final. The parent or guardian returns the signed consent form to the case worker. Important: For reevaluations, passive consent is acceptable as long as the DOE staff member documents at least two additional outreach attempts in SESIS. A DOE staff member faxes the consent form into SESIS using the appropriate fax coversheet. Each evaluation is conducted. Results are entered into SESIS. Once all evaluations are completed and finalized in SESIS, the case manager finalizes the Assessment Planning document. Important: The case manager may not finalize the Assessment Planning document until all evaluations are entered in SESIS and finalized. Proceed to step 3.
No new testing is needed	A DOE staff member creates the Assessment Planning document. A DOE staff member sends the Notice of no New Testing Needed and changes the status of the document to Final. Proceed to step 3.

The case manager creates, finalizes, and sends the Notice of IEP meeting to the parent or guardian.
The case manager creates the IEP document in SESIS.
The case manager prints the IEP meeting Attendance Page.
The IEP team conducts the IEP meeting and each participant signs the Attendance Page.
The case manager prints the Attendance Page fax coversheet and faxes the coversheet along with the signed Attendance Page into SESIS.
The case manager develops the IEP based on decisions made at the IEP meeting.
The case manager finalizes the IEP document.
The case manager sends a copy of the finalized IEP to the parent or guardian.
The case manager places the student using CAP/SEC.

Note: Once the IEP is finalized in SESIS, data will be reflected in CAP within 24-48 hours.

SH7265

Last revised: May 18, 2011