The case manager will create and maintain a file for each student (student file):

• identified and referred to as the cumulative file in Section V of Policy Manual
• stores the accumulated records of the student over time.
• stores the completed special education forms and supporting documents used in the special education process
• should be secured in a locked file cabinet in a controlled access room at the school site.

The case manager will ensure that that student file has the following structure and contains the indicated forms as appropriate.

Student File (Main Folder)
  │
  ├- File Control
  │    └- se10 - Record of File Review (File Activity Log)
  │
  └-Special Educaton Process
      │
      ├- Child Identification
      │    ├- clcf - Child identification folder checklist
      │    ├- ciif - Child Identification and Intake Form
      │    ├- sis01 - SIS Student Enrollment Info
      │    └- Support Documents
      │         ├- Parent Letter to SpEd Coordinator
      │         ├- Parent Letter to Child's Teacher
      │         ├- Teacher's Letter or Email to Case Manager
      │         └- Case Note documenting the student identification
      │
      ├- Referral for Evaluation
      │    ├- clrf - Referral folder checklist
      │    ├- se01 - Referral
      │    ├- se02 - Evaluation Plan
      │    ├- se03 - Parent Notice
      │    ├- se04 - Parent Consent for Evaluation
      │    ├- se06b - Initial Parent Interview
      │    ├- se06e - Teacher Input/Classroom Observation
      │    └- Support Documents
      │         ├- Report Cards, Assessments
      │         ├- Teacher Observations, Parent Interviews
      │         ├- Focus of Concern material/report
      │         └- Other related to deciding if student should be referred
      │
      ├- Initial Evaluation
      │    ├- clev1 - Evaluation folder checklist
      │    ├- se06a - Evaluation Summary
      │    └- Support Documents
      │         ├- Evaluator's Report (required)
      │         ├- Assessment Scores
      │         ├- Work Samples
      │         └- Others related to determining disability
      │
      ├- Re Evaluation
      │    ├- clev2 - Evaluation folder checklist
      │    ├- se02 - Evaluation Plan
      │    ├- se03 - Parent Notice - let parent know re-eval is coming up
      │    ├- se04 - Parent Consent for Evaluation
      │    ├- se06a - Evaluation Summary
      │    ├- se06e - Teacher Input/Classroom Observation
      │    └- Support Documents
      │         ├- Evaluator's Report (required)
      │         ├- Assessment Scores
      │         ├- Work Samples
      │         └- Others related to determining disability
      │
      ├- Eligibility
      │    ├- clel - Eligibility folder checklist
      │    ├- se03 - Parent Notice
      │    ├- se06c - Summary of Eligibility
      │    └- se06d - Specific Learning Disability (if necessary)
      │
      ├- IEP Meeting
      │    ├- clim - IEP meeting checklist
      │    ├- se07a - Parent Invitation
      │    ├- se07b - Members Invitation
      │    └- se07c - Student Invitation (If age 16)
      │
      ├- IEP (First)
      │    ├- cliep - IEP checklist
      │    ├- se03 - Parent Notice
      │    ├- se08a - IEP
      │    ├- se08b - Excuse of Absence (from IEP Meeting)
      │    ├- se08c - IEP Amendment (If necessary)
      │    │    └- cmn - Case Manager's Notes
      │    ├- se08e - Parent Input
      │    ├- se08f - Student Preference (If age 15, Transition)
      │    │    └- nsttac - Indicator 13 Form B + Independent Living for, 3 pages total
      │    ├- se09a - Parent Notice Consent for Initial Services
      │    ├- se13 - Least Restrictive Environment Placement
      │    ├- sapg - Statewide Assessment Participation Guidelines
      │    ├- se03-2 - Parent Notice - completed IEP and proposed services
      │    ├- Behavior (if necessary)
      │    │    ├- se14a - Manifestation Determination Review Form
      │    │    ├- se14b - Functional Behavior Assessment (FBA) Checklist
      │    │    └- se14c - Behavior Intervention Plan
      │    └- Exit/Transition (If Necessary)
      │         ├- se09b - Revocation of Consent for Service - must attach se03
      │         └- sis99 - widthdraw, transfer out, drop out, expel, graduate, completion certificate, etc.
      │
      └- IEP (Annual)
           ├- cliep - IEP Checklist
           ├- se08a - IEP
           ├- se08b - Excuse of Absence (from IEP Meeting)
           ├- se08c - IEP Amendment (If necessary)
           │    └- cmn - Case Manager's Notes
           ├- se08d - Annual Goal Progress Report (quarterly)
           ├- se08e - Parent Input
           ├- se08f - Student Preference (If age 15, Transition)
           │    └- nsttac - Indicator 13 Form B + Independent Living for, 3 pages total
           ├- se13 - Least Restrictive Environment Placement
           ├- sapg - Statewide Assessment Participation Guidelines
           ├- se03 - Parent Notice - completed IEP
           ├- Behavior (if necessary)
           │    ├- se14a - Manifestation Determination Review Form
           │    ├- se14b - Functional Behavior Assessment (FBA) Checklist
           │    └- se14c - Behavior Intervention Plan
           └- Exit/Transition (If Necessary)
                ├- se09b - Revocation of Consent for Service - must attach se03
                └- sis99 - widthdraw, transfer out, drop out, expel, graduate, completion certificate, etc.