AEA IEP DOCUMENTATION GUIDE: IEP RELATED DOCUMENTS
Surrogate Parent Recommendation Form
Special education processes must involve at least one person acting in the role of a “parent”. If there is no one who meets any of these requirements for being a parent under IDEA, a surrogate is appointed.
The surrogate parent may represent the child in all matters relating to the identification, evaluation, and educational placement of the child, and the provision of FAPE to the child.
An individual who is appointed as a surrogate parent must meet the qualifications listed on the recommendation form. The purpose of these requirements is to assure that the surrogate is prepared to be actively involved in discussions and decision-making and that the surrogate’s priority is serving the educational interests of the child.
ECSE and K-12 Weighted Enrollment Factor Matrices
Weighted matrices have been developed to assist in determinations related to generating funds for school district special education services. AEA Special Education directors and their designees are responsible for the completion of the WEF matrices.
Procedural Safeguards and Translations
A full copy of the complete procedural safeguards that are available to the parents of a child with a disability must be given to the parents once a school year.
A copy must also be given to the parents:
- Upon initial referral or parent request for evaluation;
- Upon receipt of the first state complaint in a school year;
- Upon receipt of the first due process complaint in a school year;
- In accordance with discipline procedures (i.e., “On the date on which the decision is made to make a removal that constitutes a change of placement of a child with a disability because of a violation of a code of student conduct, the LEA must notify the parents of that decision and provide the parents the procedural safeguards notice); and
- Upon request by a parent.
A summary of the procedural safeguards may be used to assist in explaining and reviewing parental rights, but must not be used in place of a full copy of the complete procedural safeguards. Parents must be offered a printed copy of the Procedural Safeguards Manual for Parents. Parents may choose the printed copy, a link to an electronic copy of the Procedural Safeguards, or both.
The Procedural Safeguards Manual for Parents is available in the following languages: Arabic, Bosnian, Lao, Serbo-Croatian, Spanish, and Vietnamese. For additional information on the use of TransACT.com for other translations, please contact your local AEA.
Reviewing an IEP for Medicaid Reimbursement Information
An AEA or LEA may seek Medicaid reimbursement for Health Services (including behavior) required to provide FAPE to an eligible individual.
If an eligible individual is eligible for Medicaid Reimbursement and the AEA or LEA has received written parent consent to seek reimbursement, then IEP should be reviewed to locate documentation of billable services.