Paperwork Procedures
New Referrals/Initial Evaluations
The intent of WebKIDSS is to have all special education paperwork housed electronically and an accurate database of all Tri-County students.
Request for access should be done as follows through the WebKIDSS process. Allow a 1-2 day turnaround, but in most cases the turnaround will be within a few hours. Do not call the Tri-County office.
1. Evaluation Team lead (usually School Psychologist, but may be a related service provider if it is an OT, PT and/or SL only referral) will complete a blank Prior Written Notice for Initial Evaluation and Request for Consent (form in WebKIDSS) and send to legal education decision maker with Parental Rights.
2. Once consent is received, the Evaluation Team Leader date stamps the date the consent was received, shares that consent was received to all team members that need to evaluate through email.
3. Log in to WebKIDSS,
Choose the Group: Add Students (MIS, Rtrn, New)
Under Business Options select: Enter Data into Forms
Choose Form: Referral Form (for students w/o current IEP) 13-14
Complete ALL fields. Then select the “Email Document” button at top of page. This will automatically email to Jennifer Palmer.
4. As soon as Jennifer receives this email, she can monitor the 60 school day evaluation timeline. (Justification: When Jennifer is the only person that can add a student to WebKIDSS, we no longer have the issue of duplicate students. Additionally, the 60 day timeline is an important piece of compliance that must be monitored.)
5. Once the student has been created by Jennifer, the person making the request has access to forms only.
6. Prior to 10 days before the anticipated evaluation team meeting, the Evaluation Team Leader (this may change to Primary Provider if eligibility is probable) notifies parent and other required Evaluation Team participants (1. Parents 2. Local Education Authority (principal, designee, etc.) 3. General Education Teacher 4. Special Education Teacher/Service Provider (s). 5. Person who can explain the evaluation results) by sending Notice of Meeting with Parent Concerns (form in WebKIDSS) at least 10 days before the scheduled meeting date. The parent can choose to waive the 10 days, but then this box must be marked:
I consent to waive my right to a 10-day prior written notice of the meeting to develop, review or revise the IEP for my child.The purpose(s) of the meeting must be identified. If a draft IEP is suspected to be presented, then this box must be marked:
If it is determined that your child is eligible, or continues to be eligible for special education and related services, the IEP team will develop an individualized education program (IEP) for your child and determine the appropriate placement.The team will make its decisions based upon the results of the evaluation procedures which we previously told you we would administer in the Notice of Proposed Evaluation and Request for Consent, which you signed. The team will also consider the strengths of your child and any recommendations you have for enhancing the education of your child.
“File” to save this document in WebKIDSS.
7. During the Evaluation Team meeting, a determination of eligibility occurs by reviewing the Team Evaluation Report. (includes report, eligibility and agree/disagree)
a. Must include all test information and scores
b. Team Evaluation Report must be used and address all eligibility issues. An individual report is optional.
8. If student is suspected to have an IEP, then an IEP will be created in WebKIDSS. Assumed Primary Provider will email Jennifer Palmer at to open up a New IEP document for this student. Jennifer will respond that it is done by email. That Provider will be listed as the Primary Provider. All other providers should be added on the Anticipated Service chart by that one person. Then the IEP can be created and access is available to all providers to this student. Before you click out of this student, put in an Evaluation date, IEP date, Initiation date and an estimate of Anticipated Services for the Primary Provider so that this student can be accessed again as a student with an IEP.
9. a. Student Qualifies for services: Once eligibility is determined, the team has 30 days to draft an IEP, but ideally an IEP draft is prepared to present at the Evaluation Meeting. The IEP is prepared by the teachers and related service providers and the information is shared with the team and parents. The services must be implemented no later than 10 days after the IEP and consent are signed, but cannot exceed the total 60 day timeline. Prior Written Notice for Identification and Placement must be signed before any services can occur (this is documentation of parent consent of identification, services, and educational placement). Parental Rights are offered and available annually – Tri-County Interlocal requires Parental Rights be offered at each Evaluation and each Annual IEP. (See IEP section)
· If a release of information is needed for Doctors, Mental Health, outside family & agencies, parent must sign Authorization of Disclosure form
· The School Psychologist or Related Service Provider must be contacted to make available a Prior Written Notice for Identification, Initial Services, Placement, Change in Services, Change of Placement, and Request for Consent. This is required and requires parent consent.
b. Student DOES NOT Qualify for services: If the student is determined “Not eligible for special education and related services”, parents are provided with the form Prior Written Notice for Identification No Services (parent signature/consent is not required or requested).
10. In WebKIDSS, you will print two items for the IEP:
Go to Print IEP section on main page
Choose student
Select Print IEP #1 (Teacher Information Page and content of IEP will print.) Teacher Information page is not for parents or team members – it is only for MIS use and to send to main office.
Select Print IEP #2 (These are all the documents that need signatures and/or initials/check boxes.)
Print both Print IEP and Print IEP #2 must be printed before the meeting. Copies should be made for the team members, excluding the Teacher Information Page.
11. Any changes made to the paper copy of the IEP must be updated within the WebKIDSS system. Make sure all paperwork is copied and given to parent, a copy is left for teacher file, and all originals are sent to the main office to the MIS clerk within 10 days. IEP will be locked by main office.
12. Required Paperwork to turn in to main office/MIS:
Student Qualifies for Service:
a. Teacher Information Page
b. Medicaid Authorization Form signed by parent/guardian
c. Spectra Form
d. General Education Intervention and/or Screening
e. Prior Written Notice for Initial Evaluation and Request for Consent
f. Team Evaluation Report (includes Team Eval Report, Eligibility, Agree/Disagree)
g. Prior Written Notice for Identification and Placement
h. Authorization of Disclosure (if any non-school members will be contacted or included in meeting)
i. Notice of Meeting
j. Parent Concerns
k. IEP
l. Excusal From Meeting Form (when required team member is absent form meeting)
m. Student Information Form (make copy for Building Secretary)
n. Tri-County Paperwork Checklist (Required – New)
o. Other:
Student Does Not Qualify for Services:
_ General Education Intervention and/or Screening
_ Prior Written Notice for Initial Evaluation and Request for Consent
_ Team Evaluation Report (includes Team Eval Report, Eligibility, Agree/Disagree)
_ Prior Written Notice for Identification No Services
_ Notice of Meeting
_ Tri-County Paperwork Checklist (Required – New)
Updated 6/2/15