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Start a conversation with parents and other teachers. Be sure to collect the following data:

1. Is this concern fairly common developmentally for the learner's age?

2. Is student engagement a barrier?

Consider what the engagement barrier is as well (is it because of the struggle, lack of support at home, etc.)

3. What strategies have been tried to address the concern?

4. Has adequate time been given in trying the interventions and strategies before considering an evaluation?

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If a parent has made a verbal or written request for an evaluation

1. Be sure to still discuss all of the data points mentioned in the concern is identified section. Often, parents are unsure that there are options to try before jumping into evaluations.

2. If parent determines that they would like to proceed with an evaluation, we must respond within 10 days of the request. Be sure to log the day that you completed the PTE Form.

3. Make sure you discuss with parent ALL concerns for the learner while completing the PTE Form. Sometimes a parent ONLY wants speech to be tested, or we discover in discussion that there are concerns that an occupational therapist should evaluate. Making sure the correct testing is being requested can save a lot of time and parent frustration as the process progresses.

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What happens after the PTE Form is submitted?

1. An AA from the Psych department will issue a Permission to Evaluate form to the Caretakers personal email on file within 10.

The timeline for completion of evaluations does not begin until that document is signed.

The AA will attempt to send 3 times via email and will also mail via USPS on the 3rd attempt.

If parent states that they did not receive the PTE to sign be sure to have them check spam folders and have them search "XODO" or even "sign" as that word will appear in the subject line.

2. Once parent signs that PTE all evaluations will completed within 60 calendar days.

Exceptions to this can arise when parents do not produce learner to complete the evaluation

3. Within 30 days of the ER being completed and shared with the parent, a meeting will be held to review the ER results. If the learner qualifies for special education an IEP will also be presented at this time. If the learner did not qualify the meeting will just review the report.

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Pattan special education timeline resource

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What if parent does not sign the PTE?

1. After the 3 attempts to send with no response a Prior Written Notice will be sent.

2. Once that is issued the whole process has to start over and a new PTE from will have to be completed

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What happens if a parent changes their mind or states that new concerns have come up since completing the PTE Form?

1. Reach out to the special education supervisor so she/he can reach out to the appropriate person in psych department.

Supervisors by School:

Atlas: Jen Bytheway

Gemini: Jason Haskins

Discovery: Jamie Turer

All: Lauren Summa

Director Molly O'Neil

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What happens if a parent states they have not heard anything about their evaluation?

1. Ask if parent signed the PTE that came to their inbox.

2. Check email address and phone numbers for CT.

3. Reach out to Special Education supervisor to look into and provide the previous information.

** Please note the timelines- If PTE was only signed the week prior, providers may be in the process of contacting**

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Where is the learner in the evaluation process?

1. Please refer to timelines shared and be mindful of when documentation was completed and signed.

2. Check in with CT and ensure PTE has been signed.

3. Reach out to special ed supervisor to check on status.