EDIT MAIN
Plus_blue

Frequently Asked Questions

Below are frequently asked questions for special education staff.

Questions Answers
Can we use cell phones to communicate with students? Yes, with parent acknowledgement you can communicate with students directly consistent with the policies of your school.
Since I am transferring schools, do I finish the year servicing my current students? Yes. Your assignment stays the same until next school year.
How are we handling SPED evals that are currently in process? How do I test students if I don't see them? SPED Evaluations can still be completed in accordance with social distancing details for your county/school. The evaluation team may need to reconsider how information is collected and which methods are appropriate given the current circumstances. If adequate testing cannot be completed, we can consider extending the evaluation period for initial evaluations, or we can complete reevaluations with continued eligibility and work with parents to complete an appropriate reevaluation when school services return to normal.
Should we hold initial IEPs over Zoom as well? Yes Video or phone conferences will be appropriate going forward for any meeting we need to hold.
Do we use the same paperwork as we plan? (mtg notice, pwn, etc) Yes, complete all of the same paperwork. As far as for printing, signing, scanning, and finalizing within WebKIDSS, further guidance will be provided. The main guidance right now is to document meeting notes really well by capturing everyone who attends, any verbal permissions that parents provide for excusals and agreement with the plan, and any changes you are making to the IEP. Remember, write the IEP for what would be provided in a normal circumstance. How continuous learning opportunities will be provided and documented will be determined soon.
At this point, are we allowed to go to preschools or daycares to provide services, or do you not recommend this? Updated: In-person services should only be provided where schools are allowing in person learning as part of their continuous learning plan. Hays is not currently allowing in-person with students. Plans will be developed for providing activities for parents and caregivers to do with the student along with coaching from the service provider.
May we still have face-to-face meetings if parents/team are agreeable? In person meetings should be avoided. Video and phone conferences are appropriate at this time.
Do you want us to include the entire IEP team in each IEP held with parents if it is over video conference? Continue to schedule the IEPs with the entire IEP team in mind. If parents are okay with excusing a required member be sure to document this in the meeting notes and an excusal form. Guidance for signing the excusal form during distance meetings will be determined soon.
How do you want us to sign/finalize the annual IEPs? Guidance for signing and finalizing distance IEPs will be determined soon.
I have some paras who are also parents of sped students, would working with their kids count as “working”? Paras are being paid their typical hours throughout the rest of the school year. Expectations for paras currently are to stay home and stay healthy. As continuous learning opportunities become more clear, paras may be asked to support these opportunities.
is forgoing small group in person instruction consensual as a district, or will other teachers in our buildings be following other protocol and be holding small groups? SPED small group procedures will be the same as those of the general education building. We will support and mimic local procedures for Continuous Learning opportunities. Hays at this time is not allowing in person sessions with students.
How do I print IEPs or will WCKSEC provide ink for personal printer? Same with Scanning? Guidance for printing and scanning of IEPs for those working from home will be developed soon.
How do I do progress monitoring virtually? Our progress monitoring procedures will be consistent with assessment procedures that schools choose as part of their continuous learning opportunities. If the assessment methods mentioned in students’ goals are inappropriate during Continuous Learning, a nearest-appropriate method may be identified and used.
If there are less than 10 people for the IEP at the end of the year, could we still meet and sign the needed paperwork? Face to Face meetings are okay as long as they are compliant with state and district policies for social distancing. Verify with your principal before scheduling in person meetings.
What if we have multiple schools that we service? That will be 4 different continuous learning plans. Every district will develop their own Continuous Learning plan. Special education will support each plan appropriately.
So direct time with students and consult time with student all needs to be accounted for OR is contact weekly enough. Some students are twice a week for OT/PT In most situations, special education services during Continuous Learning will not be exactly what is on the IEP. We will try to provide the nearest appropriate alternative.
Since timeline is frozen, should we identify new students based on testing already conducted, or wait until fall? Initial Evaluation timelines are not moving forward while school is not in session. When continuous learning starts up for a district, the 60-day count resumes. Continue to complete evaluations consistent with social distancing. If appropriate assessments cannot be completed due to restrictions, consider a timeline extension.
if I had a student that was supposed to start at Westside on Wednesday, do we still go ahead with that transfer, or do we keep the student in our home school? If students have not started attending before the school closures, the student’s Continuous Learning should be guided by their neighborhood school.
Do we have translators available for virtual meetings? Details of translator availability are being worked out. We expect that translators will be available.
Since I travel to multiple schools and work with different teachers how do we get to all zoom meetings or appointments at same time? what should take preference with time conflicts? Meeting conflicts will be managed similar to in person time conflicts. Meetings involving parents should take priority over staff-only meetings. If multiple parent meetings or staff-only meetings are happening at the same time, prioritize based on your professional judgment. Communicate with meeting organizers when you will not be able to attend.
What if some people want to meet in person or small groups but we have personal concerns about health and safety? All meetings should include virtual or phone options so groups and individuals can participate safely.
If we have students to re-eval, could we meet with them one-on-one to test or would we need to find another means to test? SPED Evaluations can still be completed in accordance with social distancing details for your county/school. The evaluation team may need to reconsider how information is collected and which methods are appropriate given the current circumstances. If adequate testing cannot be completed, we can complete reevaluations with continued eligibility and work with parents to complete an appropriate reevaluation when school services return to normal.
Do you recommend recording Zoom Meetings, or is that needing consent to do? Recording meetings is unnecessary, and may create logistical difficulties in storing the video file. Detailed meeting notes will be ample documentation of the meeting.
Do we have a deadline for uploading documents after an IEP Guidelines for uploading and completing IEPs in WebKIDSS will be developed soon.
Will there be a gifted group? Yes, there will be a gifted group.
Will we continue to have part c transition meetings for part b to obtain consent to test and then complete initial testing/IEP meetings before May 15th? Federal and state guidance has been that Part C to B requirements are still in place. If enough information to make an eligibility decision cannot be made by the required dates, it is unclear at this time how we should proceed. We will continue to seek guidance from state and federal agencies and share that guidance when it is known.