Extended School Year Eligibility Worksheet Getting Started Guide
Table of Contents 1. Working with Extended School Year Eligibility...1 1.1. Adding Extended School Year Eligibility Worksheet...1 1.2. Previewing ESY Eligibility Worksheet...5 1.3. Deleting the form...6 Any student data indicated in this document is fictitious, and is used for the purpose of demonstrating instruction.
1. Working with Extended School Year Eligibility The new EC Form, Extended School Year (ESY) worksheet is used if a special education student is considered for extended school year services. This is a related form used with the main form, IEP/DEC4. Change Description: The form is added per the new requirement. It is available only in web format. The EC form is divided into the following screens: ESY Eligibility Determination ESY Program Description Comments The ESY Eligibility Determination screen is used to make decisions based on existing data, concerning the eligibility of the student for extended school year services. The ESY Program Description screen is used to list the services being received, how often and how long the sessions for each service will last. The Comments screen is used to enter additional comment. Getting Started with the Extended School Year Eligibility Worksheet 1.1. Adding Extended School Year Eligibility Worksheet The form is available in Draft, Meeting, and Closed/Verified statuses. In Draft status a case manager and non-case manager both can access the form and once the form is in Meeting status only the case manger can access it. To add an Extended School Year Eligibility Worksheet, follow these steps: 1. Select a child s record from the Recent Child List or the results screen of a Child Search. 2. Click EC Forms. The EC Forms List screen is displayed with the list of all EC forms. 3. Click the IEP/DEC4 form for which you want to add the Extended School Year Eligibility form. The EC Form Detail screen is displayed. F20 - ESY Eligibility Worksheet Getting Started Guide 04.21.11 1
4. From the list of EC Forms displayed under the Related Forms heading, select ESY Worksheet. 5. Click Add. The related form is added and displayed with the Form's name, Status, Purpose, Case Manager's name, date of the form creation, and the name of the person who created the form. For a newly added form, the status is Draft. 6. Click the newly created related form. The EC Form Detail screen is displayed. 7. Click View Form. The ESY Eligibility Determination screen is displayed. 8. Select the Status. By default, Draft is selected. F20 - ESY Eligibility Worksheet Getting Started Guide 04.21.11-2-
In draft status you can enter only the Secondary Area of Exceptionality and the Date of Meeting. 9. The Primary Area of Eligibility is displayed based on the current Primary Disability entered on the Special Ed screen. 10. The Secondary Area of Eligibility is displayed with the Secondary Exceptionality selected on the most recent DEC3. If a DEC3 does not exist, or the Secondary Exceptionality was not selected this field will not be populated. You can edit this field if needed. 11. Enter the Date of IEP meeting when ESY Eligibility Worksheet was completed. 12. Select Yes or No for the following ESY Eligibility Determination options, as applicable: The student regresses or may regress during extended breaks from instruction and cannot relearn the lost skills within a reasonable time; or The benefits a student gains during the regular school year will be significantly jeopardized if he or she is not provided with an educational program during extended breaks from instruction; or The student is demonstrating emerging critical skill acquisition ( window of opportunity ) that will be lost without the provision of an educational program during extended breaks from instruction. 13. Select one of the following options: Based on the information above The student is eligible to receive Extended School Year The student is not eligible to receive Extended School Year Eligibility cannot be determined at this time The options available for selection depend on what you have selected in the previous step. If you have selected at least one as Yes, then The student is eligible to option is enabled. 14. If you select The student is eligible to option, specify the ESY Start Date and ESY End Date. 15. If you select the Eligibility cannot be determined at this time option, specify the anticipated date for eligibility determination in The IEP Team will determine eligibility by. 16. Click Next. The ESY Program Description screen is displayed. F20 - ESY Eligibility Worksheet Getting Started Guide 04.21.11-3-
17. For a student eligible to receive extended school year, enter the following ESY Program Description: Type of Service Program/Service; enter text to describe if any Other program/service is being used. Number of Sessions Length of Sessions Location of Sessions 18. Click Add. The added program description is displayed. Step 17 and step 18 are not required, if you have selected, The student is not eligible or Eligibility cannot be determined in step 13. 19. Enter date in Copy given/sent to parent(s). The date is on or after the IEP Team meeting date as entered on step 11. 20. Click Next. The Comments screen is displayed. 21. Enter description in Additional Comments. 22. To confirm that you have entered all required information, click Validate. The Errors And Warnings window displays the form validation errors. F20 - ESY Eligibility Worksheet Getting Started Guide 04.21.11-4-
23. If there are errors, make changes accordingly. You cannot Close/Verify a form, if there is any error. 24. From the ESY Eligibility Determination section, change the Status to Closed/Verified. A message is displayed. 25. Click Save. The form is saved with Closed/Verified status. 1.2. Previewing ESY Eligibility Worksheet The ESY Eligibility Worksheet report displays the current saved data entered in the different sections of the form. To preview the ESY Eligibility Worksheet form, follow these steps: 1. From the EC Form List screen, click the Form you want to view. The EC Form Detail screen is displayed. 2. Click View Form. The form is displayed with a list of the various sections. 3. Click Preview. The saved EC form is displayed as a PDF report. F20 - ESY Eligibility Worksheet Getting Started Guide 04.21.11-5-
1.3. Deleting the form You can delete the ESY Eligibility form if it is not Closed/Verified. To delete the form, follow these steps: 1. From the EC Form List screen, click the ESY Eligibility form you want to delete. The EC Form Detail screen is displayed. 2. Click Delete. A message is displayed. 3. Click OK. The form is deleted. F20 - ESY Eligibility Worksheet Getting Started Guide 04.21.11-6-