Pregnancy Related Services

Procedures Handbook

DibollIndependentSchool District

School Program & Improvement

Table of contents

Pregnancy Related Services (PRS) and Compensatory Home Education Services (CEHI)1

Introduction…………………………………………………………………………..1

Responsibility………………………………………………………………………..1

Enrollment Procedure………………………………………………………………..2

Withdrawal Procedure……………………………………………………………….2

General Rules………………………………………………………………………..2

Eligibility…………………………………………………………………………….4

Eligible Days Present………………………………………………………………..5

Documentation………………………………………………………………………6

Quality Control………………………………………………………………………6

Important Notice…………………………………………………………………………….7

Related Policy and Plans…………………………………………………………………….7

Procedures for Documenting PRS and CEHI……………………………………………….8

Pregnancy Related Services and Compensatory Education Health Instruction forms………9

DibollIndependentSchool District

Pregnancy Related Services and

Compensatory Home Education Services

Introduction

Pregnancy Related Services (PRS) are support services the pregnant student receives to help her adjust and stay in school during the pregnancy and postpartum periods. Theses services include instructional and support services delivered to the student:

  • When the student is attending classes on her regular campus,
  • When the pregnancy prevents the student from attending school, and
  • During the postpartum period.

A district may choose to offer both support and instructional services to the student or may choose to offer only the instructional services through Compensatory Education Home Instruction when the student is confined at home during the prenatal period and during the postpartum period. The district may code the student PRS in the attendance accounting system only for the period of time that she is receiving services [(see 9-1) later in this section].

A description of the PRS program, as well as the services offered under the program, must be included in the campus and district improvement plan.

Compensatory Education Home Instruction (CEHI) is the required support service for districts that offer a PRS program. CEHI provides academic services to the student at home or hospital bedside when pregnancy prevents the student from attending school and during the postpartum period. CEHI must consist of face-to-face contact with a certified teacher of the district. When students are provided CEHI, the district will continue to receive the 2.41 PRS weighted funding (i.e., student should continue to be coded in the attendance accounting system as receiving PRS while being served at home). Students who do not come to school and who do not receive CEHI must be counted absent.

Districts may not code students as PRS in the attendance accounting system unless CEHI is included as one of the services provided by the district’s PRS program.

Examples of services that a district may choose to offer are:

  1. counseling services;
  2. health services;
  3. transportation for the student and/or the student’s children to school, child care facility, community service agencies, etc.;
  4. instruction related to parenting knowledge and skills, including child development, home and family living, and appropriate job readiness training;
  5. child care for the student’s children; and
  6. case management and services coordination (assistance in obtaining services from government agencies and community service organizations).

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(1)Responsibility

(1-1)List in the space provided below the name and phone number of the district personnel to

Whom all PRS coding questions should be directed:

Name: ______Elaine Smith______Phone number:_____829-6224______

1.

(1-2)PRS program staff and/or teachers should provide attendance personnel with names and coding information of students who are being served in the PRS program. In not case should attendancepersonnel be responsible for determining whether a student is eligible for the PRS program. PRS program staff are also responsible for ensuring that attendance personnel are aware of changes in a student’s services and effective dates of such changes. The attendance personnel are then responsible for entering changes in the detailed student attendance accounting system (manual or automated). At the end of each six-week reporting period, PRS program staff should verify the Student Detail Report for any coding errors.

(1-3)Principals must ensure that reports from the Texas Education Agency (TEA), which reflect actual Public Education Information Management systems (PEIMS) data, are compared to locally-produced reports for reasonableness and accuracy.

______(2) Enrollment Procedure

(2-1)The student’s eligibility to receive PRS is verified by either:

  1. a responsible campus official;
  2. a medical practitioner or nurse midwife licensed to practice in the United States; or
  3. an advanced nurse practitioner.

(2-2)The date the student begins receiving services is considered the entrance date into the PRS program.

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(3)Withdrawal Procedure

A student is withdrawn from the PRS program on either of the following, whichever comes first:

  1. the date the student no longer receives services through the PRS program;
  2. during the postpartum period, the student’s early return to full-time services at a school district facility;
  3. six calendar weeks after the delivery date, unless the postpartum period was extended by the student’s medical practitioner for a period of up to four additional calendar weeks [see (4-4)].

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(4)General Rules

(4-1)A description of the district’s PRS program and the specific services available to the student must be included in the district and campus improvement plan. The use of the compensatory education allotment for PRS must be described in the strategies that are listed in the district/campus improvement plan.

(4-2)Student Detail Reports must contain a PRS indicator Code for all students who are being served in the PRS program and who are eligible for state funding [see (5) Eligibility later in this section].

(4-3)When a student is required to be at home or in the hospital during the prenatal period:

  1. documentation from a medical practitioner licensed to practice in the United States must be obtained. The medical practitioner’s recommendation must include both the medical reasons for confinement and the period of confinement; and

2.

  1. CEHI must be provided during the confinement period. For an example of serving students with disabilities who also receive PRS, see (9-9) later in this section. Students with disabilities who are receiving instructional services through the special education program may also be coded as PRS provided the student receives at least two hours (120 minutes) of other services through the PRS program, such as counseling, instructional services for elective courses, parenting instruction, etc. The additional two hours of other services may be provided by a certified teacher, nurse, counselor, or social worker.

(4-4)During the postpartum period, CEHI must be offered. The student may be served six calendar weeks after delivery. However, if there are complications from the pregnancy and/or delivery, documentation from a medical practitioner licensed to practice in the United States may extend the postpartum period beyond the six-week period for an additional period of up to four calendar weeks. This extension may be for complications with the student mother’s health or with her newborn infant’s health.

For an example of serving students with disabilities who also receive PRS, see (9-9) later in this section. Students with disabilities who are receiving instructional services through the special education program may also be coded as PRS provided the student receives at least two hours (120 minutes) of other services through the PRS program, such as counseling, instructional services for elective courses, parenting instruction, etc. The additional two hours of other services may be provided by a certified teacher, nurse, counselor or social worker.

Under no circumstances will a student remain eligible for PRS beginning on the eleventh week after the delivery date.

A student receiving CEHI may also receive limited services at a school campus to help with the transition from home back to school. If the student attends school for the purpose of taking a test, the amount of time spent taking the test will not count as part of the time required for CEHI.

The student is no longer eligible for the additional 2.41 weighted allotment under the PRS program when she returns to her regular service at a school campus.

(4-5)Students served through CEHI will earn eligible days present based on the number of hours a student is served at home by a certified teacher. Use the following chart to determine the eligible days present.

Amount of Time Served per week: / Eligible Days Present Earned per week:
One hour / One day present
Two hours / Two days present
Three hours / Three days present
Four hours / Four days present (4-day week)
Five days present (5-day week)

Students who are enrolled in the district on a half-time basis will earn two and one half days attendance when two hours of CEHI are provided.

(4-6)CEHI requirements and eligible days present are determined each week. Hours may not be accumulated and carried forward from one week to the next, nor can hours be applied to a previous week.

3.

(4-7)A student may be recorded absent on the effective date of a program change. However, as with all other students, PRS students cannot earn eligible days present on days they are absent.

(4-8)A calendar week refers to the 52-week traditional calendar, not the 180-day scholastic calendar. For example, a student delivers her baby on March 1. The six-week postpartum period begins the day after delivery and continues six consecutive calendar weeks. If a one-week Spring Break holiday falls within the student’s six-week postpartum period, then a maximum of five weeks would be funded for PRS since one of the postpartum weeks was not a scholastic calendar week.

(4-9)In order for a PRS student to earn career and technology education contact hours while also being served in CEHI, the student must continue to receive the same amount and type of career and technology service that she was receiving before being placed in CEHI. The career and technology instruction that a PRS student receives at home would be in addition to the four hours necessary for CEHI. The CEHI teacher providing the additional hours for the career and technology courses must maintain a log to verify all contact hours with PRS students [see (9-4) in this section and also (4-13) and (5-4) in Section V].

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(5)Eligibility

(5-1)Any school age female student who is pregnant is eligible for services under the PRS program.

(5-2)Students who are eligible for ADA and who are pregnant are eligible for funding under the PRS program beginning on the date services begin.

(5-3)Eligibility for PRS ends upon the student’s return to her regular service at a school campus. When receiving CEHI (a required service of the PRS program), the student will continue to generate the additional PRS allotment.

(5-4)During the prenatal and/or postpartum periods, a student is absent if:

  1. CEHI is not provided, and
  2. the student does not come to school.

(5-5)PRS students may simultaneously participate in other state funded programs [Pregnancy, Education, and Parenting (PEP); special education; career and technology education; bilingual/ESL], provided all eligibility requirements of the other programs are met (Sections IV, V, and VI). During CEHI, a student may remain coded and continue to generate special program funding as long as the student continues to receive, at home, services as designated by the individual program requirements. See (4-9) and (9-4).

(5-6)Districts which apply for and receive a grant to offer services under the PEP program may simultaneously offer services under the compensatory education PRS program, provided all requirements for both programs are met. Students being served through both PEP and PRS should be coded in the PEIMS attendance accounting system as participating in both programs.

4.

(5-7)Use the following timeline when determining PRS coding for eligible student.

Date / Activity / Is student eligible for
PRS funding? / Should student be provided CEHI?
9/1 / District receives notification of pregnancy and completes intake documentation. / Yes, if services are initiated at this time. / No
11/10 / Doctor recommends two-week confinement at home. / Yes, if receiving CEHI while at home. / Yes
11/24 / Student returns to school and continues PRS. / Yes / No
1/3 / Doctor recommends five-week confinement at home due to complications. / Yes, if receiving CEHI while at home. / Yes
2/1 / Student returns to school and continues PRS. / Yes / No
3/1 / Student delivers baby; six-week postpartum period begins. / Yes, if receiving CEHI while at home. / Yes
4/15 / Doctor recommends additional two-week confinement at home. / Yes, if receiving CEHI while at home. / Yes
5-1 / Doctor recommends that student remain at home until end of school (five weeks). / Yes, if receiving CEHI for the remaining two weeks of her PRS eligibility. After 10 weeks of her PRS services have ended, the student is no longer eligible for services and must be counted absent if she does not return to school. / Yes, but student must be counted absent and student must be exited from PRS the 10th week after delivery.

See (9-9) for an example of serving students with disabilities who also receive PRS.

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(6)Eligible Days Present

Students who are being served in the PRS program and who are eligible for funding, according to (4) General Rules and (5) Eligibility earlier in this section, must be identified as PRS in the attendance accounting system. The total number of PRS eligible days present must be recorded for each six-week reporting period in the Student Detail Report (Section II) for every student served through the program. Entry dates into and withdrawal dates from the program (if applicable) for each student receiving PRS must also be documented.

At the end of each six-week reporting period, a Campus Summary Report (Section II) must be computed. Total PRS eligible days present, for every student in the program, must be summarized by grade level on this report. There will be a separate Campus Summary Report for each instructional track, for each campus in the district. Total Eligible PRS Days Present for all grades, as well as PRS ADA for the campus, must be included on each campus report.

The information from all Campus Summary Reports for each track in the district is then added to comprise a District Summary Report for each track. This report must include Eligible PRS Days Present for each grade level in that dist4ict, Total Eligible PRS Days Present for all grades, and district PRS ADA.

5.

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(7)Documentation

In order to claim PRS eligible days present for funding, documentation must be complete. All documentation supporting student eligibility must be on file for every student accumulating eligible PRS days present in the Student Detail Report. The documentation requirements are as follows.

(7-1)Description of the PRS program and the services offered under the program in the district and campus improvement plan.

(7-2)Intake documentation recording date of initial contact with student regarding pregnancy.

(7-3)Affirmation (by a responsible campus official, a medical practitioner or nurse midwife licensed to practice in the United States, or an advanced nurse practitioner) verifying the student’s eligibility to receive PRS.

(7-4)Certified teacher’s log of actual amount of home instruction each student received for each week the student received CEHI (applies to both prenatal and postpartum periods).

(7-5)For each student whose postpartum period was extended [see (4-4)], documentation from a medical practitioner licensed to practice in the United States verifying that the student was anticipated to be confined for an additional period of up to four calendar weeks.

(7-6)Documentation of the date when the student’s pregnancy ended (e.g., date of delivery).

(7-7)A note from a medical practitioner must be obtained which requires the student to remain at home or in the hospital during the prenatal period.

(7-8)A copy of the ARD/IEP, including modifications, for each special education student receiving CEHI.

(7-9)The propriety of student eligibility is affirmed by the principal or superintendent when affidavits are signed.

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(8)Quality Control

(8-1)A student should be identified as receiving PRS in the attendance accounting system as soon as services under the PRS program begin. All documentation must be obtained in an expeditious manner and retained for audit purposes so that eligibility requirements will be met.

(8-2)During the prenatal period, the student should no longer be identified as receiving PRS if, for any reason, the services stop.

(8-3)During the postpartum period, the student should no longer be identified as receiving PRS when the student returns to her regular service at her campus or at the end of the allowable postpartum period, whichever come first.

(8-4)At the beginning of each school year, the appropriate PRS program staff should verify the Student Detail Report to ensure that initial coding of PRS students is correct.

(8-5)At the end of each six-week reporting period, the appropriate PRS program staff should verify the Student Detail Report to ensure that coding of PRS students is correct.

6.

(8-6)Schedule modifications are an eligible service under the PRS program. However, these modifications must adhere to general attendance rules in order for PRS students to remain eligible for ADA (Section III). These requirements include attendance for at least two hours, but less than four hours each day to be eligible for half-day ADA or at least four hours each day to be eligible for full-day ADA.

(8-7)No student should be coded PRS unless CEHI is one of the services provided by the district. In the event that CEHI is offered but not provided to a student, documentation must be maintained to explain why CEHI was not provided.

************Important Notice************

All staff members must be informed of Pregnancy Related Services for student in Diboll Independent school District. If a staff member becomes aware that a student may be pregnant, that staff member must notify the campus administrator. Pregnancy Related Services and Compensatory Education Home Instruction are intended to help the student remain in school and continue her education.