Special Education –Student Files, Parent’s Rights and Confidentiality
Individuals with Disabilities Education Act – Parts “B” and “C”
Vermont State Board of Education Regulations for Special Education

Effective Date:  July 1, 2005

Federal law and state regulations outline the procedural steps and written documentation we must maintain for special education child find, evaluation and service delivery.  The Vermont Department of Education, as a state agency, mandates the forms we will use to execute the work. 

Student Files
Lamoille North Supervisory Union (LNSU) uses the Sp.Ed.Doc system to produce the required paperwork.  Copies of the forms created on the computer system will be printed and filed in the student’s special education record.  The electronic storage database for all of this data is now in the LNSU Central Office.  Electronic files for students who move from 6^th to 7^th grade will be made accessible to the LUMS case managers.

Special education case managers must:

• Keep the data current.  The system must be updated within 30 days of IEP and evaluation or eligibility meetings you conduct. 
• Enter data into all fields required for the Child Count Report.  You can run your own Child Count Report for your case load and check to make sure you have done this.  Cheryl can lead you through the process over the phone if necessary.
• Complete the “Services Page” of the IEP with extensive detail.  The developer of the system has begun the work to help us automatically create the Service Plan detail we need for budget development.  It will not be until the 2006/07 school year that we can test it, but we need good data from you to make it work.
• Use the system to complete all your Medicaid paperwork and adhere to the claims submission schedule you received in memo format from Central Office.  Enter the dates in your calendar; post them or whatever it takes to make sure you meet them. Further details regarding the completion of required Medicaid paperwork can be found in the Medicaid Procedures document.

Student records will be maintained or destroyed according to the LNSU procedures for the destruction of records found in the Retention of Student Records Procedures.

Parent Rights
The Parental Rights for Special Education are provided for our use by the Vermont Department of Education.  Staff will follow state regulations for dissemination.

Confidentiality
The Family Education Rights and Privacy Act sets clear expectations for high levels of confidentiality. All staff and boards will be trained annually.   Principals will conduct confidentiality training for all staff, bus drivers and others that work with students at the beginning of every school year.  Sign-in sheets from the school site trainings will be sent to the Director of Student Support Services no later than September 30^th each year to be kept on file for audit purposes.  Board members will be trained by the Director of Student Support Services following town meeting annually.  Sign-in sheets will be kept on file for audit purposes.  New board member orientation will include a discussion about confidentiality. 

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