To: All Principals

Cluster and CFN Leadership

Gary Hecht, Superintendent, D75

From: Corinne Rello-Anselmi, Deputy Chancellor

Justin Tyack, Chief Executive Officer, Office of School Support

Re: Placement Data Correction Policy (Re-evaluations and Annual Reviews)

Date: August 15, 2012

We are writing to clarify the policy for the entry of student placement data in CAP and SEC until placement can occur in SESIS later this year. In order to ensure that related services are provided promptly at the beginning of the school year, and that DOE systems accurately reflect the provision of services, it is critical that school, CFN, and D75 personnel take the following three steps until further notice:

  1. Enter student placement data in CAP and/or SEC.
  2. Authorize IEP conferences and amendments in CAP or SEC to allow services to be assigned to service providers.
  3. Monitor CAP to ensure that all required placement information is accurately reflected for all IEPs associated with current public school students.

The purpose of this memo is to support and accelerate ongoing efforts to ensure the accuracy of CAP registers, by outlining the steps to take when data for a placement required by CAP are determined to be unavailable for a re-evaluation or annual review, following a reasonable search of available systems and documentation. CFNs and D75 should work with schools to systematically review all placements that are not accurately and fully entered in CAP, and make the necessary entries in accordance with policies outlined below.

FNR Policy Guidance:

In order to assign and provide services as mandated, authorized CFN or D75 staff should immediately identify all placements that are not accurately and fully entered in CAP, and follow the steps outlined below:

For Re-Evaluation and Annual Review Conferences held in SY11-12:

  1. Search for a copy of the FNR letter in both SESIS and in school or CSE records (as applicable).
  2. If the letter is located, enter the associated FNR date in CAP. If the letter is not located, follow the steps outlined below.

For Re-Evaluation and Annual Review Conferences held in SY10-11 or earlier:

  1. If there was no change in a Self Contained and/or Collaborative Team Teaching program, consult the ATS Program First Attend Report in SharePoint , and locate the ATS first attend date for entry as the FNR date in CAP; or
  2. If the conditions above don’t apply (or the required first attend date is not listed in the report), obtain the first attend date from school records for entry as the FNR date in CAP; and
  3. Enter “PL Clean Up” in the CAP CP screen comment field. This will indicate that the FNR date was entered after the fact based on attendance records; (Note: a standard CAP contact code will be implemented for this purpose upon completion of necessary programming); and
  4. Enter the first attend date on the CAP A1 screen for the authorization.

Please note that in order for services to be provided consistent with the student’s current IEP, all of the student’s IEP’s must be reflected and authorized in CAP. Revised escalation procedures for cases where IEPs have not transferred correctly from SESIS to CAP are currently being developed and will be issued as soon as possible. In the meantime, you should continue to follow current escalation procedures as required for these IEPs, while prioritizing the application of the above guidelines to transactions in a placement status for SY10-11 or earlier, as well as to SY11-12 transactions where there is no change in program from the most recent program reflected in CAP. Other transactions will likely require entry of other IEP and conference data in SESIS and/or CAP before the FNR date can be entered. DSWDELL staff will continue to work closely with CFN and D75 staff to support these critical data clean-up efforts, and are available to answer your questions and address your concerns in this regard.

For Additional Support:

·  Use the FNR Dashboard, updated and posted to SharePoint for dissemination by CFN staff on a weekly basis, which provides summary and transaction-level details of CAP transactions requiring placement data entry by Cluster, CFN, and school personnel, and which is “drillable” down to transaction level details.

·  See the data clean-up guide, including CAP/SEC and SESIS screen shots.

·  Contact Steve Resnick, .

Thank you in advance for your continued attention to this important initiative, and to all of your work in ensuring that students fully and quickly receive the related services necessary to achieve their educational goals.