Log In
Special Education
Forms and Filing - Filing

These are the major filing steps, primarily having to do with the creation of folders in the student file.

For details of what is inside these folders, go to Student File.

Step One: Create the Student File
  • Use a hanging folder or a larger folder that can hold multiple regular folders. Or use a cabinet drawer divider or tab for larger student files. This will be the main folder.
  • Label the student file with the Student Name and the SIS Student Unique Id
  • Print and initialize form se10 - File Activity Log. This should be at the beginning of the student file.
  • Enter the first item for form se10: date, case manager, 'Case File Started'
Step Two: Start the Child Identification Folder
  • Use a regular folder with label 'Child Identification'
  • Record on form se10: date, case manager, 'Start New Folder - Child Identification'.
  • Attach form clcf to the front inside of the folder.
  • Add form ciif and any support documents (letter from parent, medical diagnosis, etc
Step Three: Start the Referral for Evaluation Folder
  • Use a regular folder with label 'Referral'
  • Record on form se10: date, case manager, 'Start New Folder - Referral for Evaluation'.
  • Attach form clrf to the front inside of the folder.
Step Four A: Start the Initial Evaluation Folder (once, at onboarding)
  • Use a regular folder with label 'Initial Evaluation'
  • Record on form se10: date, case manager, 'Start New Folder - Initial Evaluation'.
  • Attach form clev1 to the front inside of the folder.
Step Four B: Start the Re-Evaluation Folder (for every evaluation after the initial)
  • Use a regular folder with label 'Re-Evaluation' and the date of re-evaluation
  • Record on form se10: date, case manager, 'Start New Folder - Re Evaluation'
  • Attach form clev2 to the front inside of the folder
  • Note that a new folder is started at least every three years (RPPL 3-9 S3(15))
Step Five: Start the Eligibility Folder
  • Use a regular folder with label 'Eligibility' and the date of determination
  • Record on form se10: date, case manager, 'Start New Folder - Eligibility'
  • Attach form clel to the front inside of the folder.
  • Note that a new folder is started at least every three years
Step Six: Start the IEP Meeting Folder
  • Use a regular folder with label 'IEP Meeting' and the date the notices were sent out
  • Record on form se10: date, case manager, 'Start New Folder - IEP Meeting'.
  • Attach form clim to the front inside of the folder.
  • Note that a new folder is started at least annually
Step Seven: Start the IEP Folder
  • Use a regular folder with label 'IEP' and the IEP date
  • Record on form se10: date, case manager, 'Start New Folder - IEP'.
  • Attach form cliep to the front inside of the folder
  • Note that a new folder is started at least annually (RPPL 3-9 S3(9))
Step Eight: File exit info
  • Use a regular folder with label 'Exit' and the exit date
  • Record on form se10: date, case manager, 'Student Exit'.
  • Form se09a or sis99 or a copy of se06c is the primary document in this folder. There may be case notes, transfer out transcript requests, death, health reasons, etc.