The Conference Summary is used to document the meeting(s) of the ARC for Kentucky. For information on general functionality, navigation, and additional plan and evaluation features, see the core Plan and Evaluation Information article.
The current format of this document is the KY Conference Summary 2023 print format. Formats are selected in Eval Types.
Editor Home
ARC Header
The ARC Header editor includes the dates associated with evaluation of the student, including the date the student was notified, the date of consent for initial evaluation and the date of consent for services.
ARC Header Editor
Field
Description
Validation
ARC Date Required
The date the Admissions and Release Committee met.
This field auto-populates with the current date or the date the document is created.
Purpose of the Meeting Required
The reason the ARC met. Options include:
To discuss a referral for an individual evaluation
To discuss results of an individual evaluation and develop an IEP if eligible
To develop, review, and/or revise the student's IEP and make placement decisions
To discuss post-secondary transition needs and/or services
To determine reevaluation needs
To discuss disciplinary action
At your request to discuss
Other
Multiple options can be selected.
Specify Request to Discuss *Required
A description of the specific discussion the committee had during the meeting.
*This field is available and required when At your request to discuss is selected as the Purpose of the Meeting.
Specify Other *Required
A description of the other reason the committee met.
*This field is available and required when Other is selected as the Purpose of the Meeting.
The Enrollment Information editor reports Special Education information from the student's Enrollment record. This editor is read only.
The Refresh button retrieves a fresh copy of data from the student's record. The Refresh button must be clicked before the editor can be placed in a Complete status.
The Parent/Guardian Information editor populates based on the guardian checkbox on the student's Relationships tool. The editor includes Demographics information for the student's guardian.
The Delete button next to each parent/guardian can be used to remove a parent/guardian from the Evaluation.
The Refresh button retrieves a new copy of parent/guardians' data. This also returns any accidentally deleted people. Manually entered fields do not change when the refresh button is clicked. The user must Save after clicking Refresh to capture changes.
Parent/Guardian Information Editor
Field
Description
Database/UI Location (when Refresh is clicked)
Validation
Last Name
The last name of the parent/guardian.
Census > People > Demographics > Last Name
identity.lastName
This field populates from Census. This is part of the header for the parent/guardian.
First Name
The first name of the parent/guardian.
Census > People > Demographics > First Name
identity.firstName
This field populates from Census. This is part of the header for the parent/guardian.
Middle Name
The suffix of the parent/guardian.
Census > People > Demographics > Suffix Name
identity.suffix
This field populates from Census. This is part of the header for the parent/guardian.
Suffix
The suffix of the parent/guardian.
Census > People > Demographics > Suffix Name
identity.suffix
This field populates from Census. This is part of the header for the parent/guardian.
Relationship
The relation of the parent/guardian to the student.
Census > People > Relationships
This field populates from Census. This is part of the header for the parent/guardian.
Print Sequence
The print order of the parent/guardian(s) on the IEP.
N/A
When no Sequence is selected, parent/guardian(s) print in the order displayed in the UI. When any Sequences are selected, parent/guardian(s) with a sequence number print in the order defined. Un-sequenced parent/guardians display at the bottom.
When there are multiple addresses for a person, a drop down with an option to select which address displays. When there is only one address, the drop down has one option. The populated address is the one marked Primary.
Home Phone
The home phone number of the parent/guardian.
Census > People > Demographics > Household Phone
This field populates from Census.
Work Phone
The work phone of the parent/guardian.
Census > People > Demographics > Work Phone
This field populates from Census.
Cell Phone
The cell phone of the parent/guardian.
Census > People > Demographics > Cell Phone
This field populates from Census.
E-mail
The primary email address for the parent/guardian.
The Disciplinary Review editor is used to document the use of a Manifestation Determination Form.Disciplinary Review Editor
Field
Description
Validation
Is a Manifestation Determination Form Applicable?
Indicates a Manifestation Determination Form is applicable. Options include:
Yes. Use state Manifestation Determination Form
Yes. Use district Manifestation Determination Form
No
The selection determines which fields display.
The following fields display when Yes, use state Manifestation Determination Form is selected.
Manifestation Determination Review
Step 1: The ARC reviews all relevant information including the IEP, current data, teacher observations, teacher-collected data, any relevant information provided by the parents to answer the following questions.
1. Was the conduct in question caused by or have a direct and substantial relationship to the student's disability?
Indicates the conduct was related to the student's disability. Options include:
No. Proceed with Step 1, Question 2.
Yes. Follow Step 2 to conduct a manifestation review.
N/A
2. Was the conduct in question the direct result of the failure to implement the IEP?
Indicates the conduct was the direct result of a failure to implement the IEP. Options include:
No. Proceed with Disciplinary Action.
Yes. Follow Step 2 to conduct a manifestation review.
N/A
Disciplinary Action: Behavior is NOT a Manifestation of the Disability
If the ARC determines the student's behavior is not a manifestation of the disability, the ARC determines appropriate educational services the student will receive in the disciplinary setting.
Step 2: Behavior is a Manifestation of the Disability
1. Has a functional behavior assessment (FBA) been conducted?
Indicates a functional behavior assessment was conducted. Options include:
No. The ARC completes an FBA.
Yes. Proceed to Step 2, Question 2.
N/A
Date of FBA *Required
The date of the functional behavior assessment.
*This field is required when Yes is selected above.
2. Has a Behavior Intervention Plan (BIP) been developed, including strategies for instruction and management of behaviors?
Indicates a behavior intervention plan has been created. Options include:
No. The ARC develops a BIP.
Yes. Proceed to Step 3.
N/A
Date of BIP *Required
The date of the behavior intervention plan.
*This field is required when Yes is selected above.
Step 3: Determining Services and Placement
The ARC reviewed/revised the IEP to determine appropriate educational services
Indicates the ARC reviewed and/or revised the IEP.
N/A
The ARC determined an appropriate placement for implementation of the IEP
Indicates the ARC determined an appropriate placement for implementing the IEP.
N/A
This verbiage displays when Yes. Use district Manifestation Determination form is selected for the Is a Manifestation Determination Form applicable? question. See district Manifestation Determination Form.
The following field displays when No is selected for the Is a Manifestation Determination Form applicable? question.
Notes
Any additional notes as to why a Manifestation Determination Form is not applicable.
This field displays when No is selected for the Manifestation Determination Form Applicable question.
The Placement Options and Decisions editor is used to document the placement options discussed by the ARC.Placement Options and Decisions Editor
Field
Description
Validation
Full time general education environment
Indicates the student should be placed full time in a general education environment. Options include:
Accepted
Rejected
Only one placement can be marked as Accepted, either Full time general education environment, Part-time general education and Part-time special education environment, OR Full-time special education environment.
Reason Accepted/Rejected *Required
A description of the reason a full time general education environment is acceptable or not for the student.
*This field is required when Accepted is selected for the Full time general education placement field.
Part-time general education and Part-time special education environment
Indicates the student should be placed part-time in a general education environment and part-time in a special education environment. Options include:
Accepted
Rejected
Only one placement can be marked as Accepted, either Full time general education environment, Part-time general education and Part-time special education environment, OR Full-time special education environment.
Reason Accepted/Rejected *Required
A description of the reason a part-time general education environment and part-time special education environment is acceptable or not for the student.
*This field is required when Accepted is selected for the Part-time placement field.
Full-time special education environment
Indicates the student should be placed full time in a special education environment. Options include:
Accepted
Rejected
Only one placement can be marked as Accepted, either Full time general education environment, Part-time general education and Part-time special education environment, OR Full-time special education environment.
Reason Accepted/Rejected *Required
A description of the reason a full time special education environment is acceptable or not for the student.
*This field is required when Accepted is selected for the Full time special education placement field.
Consideration of Potential Harmful Effects
The potential harmful impacts of the placement on the student. Options include:
There are no potential harmful effects of the placement on the child or on the quality of services needed by the child.
Potential harmful effects identified and modifications to compensate are outlined below:
Only one option can be selected.
Describe *Required
A description of the potential harmful effects on the student.
*This field is available and required when "Potential harmful effects identified..." is selected above.
Notes
Any additional notes regarding the student's placement options.
The Notice of Graduation or Aging Out editor is used to document the student graduation date or date the student will age out.
Notice of Graduation or Aging Out Editor
Field
Description
Validation
Notice of Graduation or Aging Out
The determination of the ARC concerning the time the student requires in order to graduate. Options include:
The ARC anticipates the student will NOT require longer than 4 years of high school to graduate.
The ARC anticipates the student will require longer than 4 years of high school to graduate.
Only one option can be selected.
Check all that apply
Options include:
The ARC anticipates that the student will graduate within the next twelve (12) months.
The student has been provided with a summary of academic and functional performance including recommendations on how to assist the student in meeting his or her post secondary goal(s).
Based on the student's birth date, the student will age-out and no longer be eligible for services on:
Multiple options can be selected.
Date of Age-Out *Required
The date the student is going to age-out.
*This is required when Age-out is selected above.
Notes
Any additional notes about the student graduating or aging out.
The Medicaid editor is used to document the student's eligibility to receive Medicaid reimbursement.
Medicaid Editor
Field
Description
Validation
Medicaid
Several checkboxes concerning the student's eligibility for Medicaid. Options include:
Annual written notice was provided to the parent in order to submit claims for Medicaid Reimbursement.
In addition to covered services on the student's IEP and/or covered evaluations outlined through evaluation planning, collateral services will be provided by qualified providers as needed.
Student is not eligible for Medicaid.
Multiple options can be selected.
Notes
Any additional notes concerning the student's eligibility for Medicaid.
The Initial Eval/Reevaluation Plan editor is used to document the type of Evaluation and the student's suspected disability/disabilities.Initial Eval/Reevaluation Plan Editor
Field
Description
Validation
Initial Eval/Reevaluation Plan
Indicate type of Evaluation plan Required
The Evaluation type. Options include:
Initial Evaluation
Reevaluation Plan
N/A
Suspected Disability
The student's suspected disability/disabilities. Options include:
Autism
Deaf-Blindness
Developmental Delay
Emotional-Behavioral Disability
Functional Mental Disability
Hearing Impairment
Mild Mental Disability
Multiple Disabilities
Orthopedic Impairment
Other Health Impairment
Specific Learning Disability
Speech or Language Impairment
Traumatic Brain Injury
Visual Impairment
No Disability Suspected
Multiple options can be selected.
Select disability area(s) for 'Developmental Delay'
The disability area related to the student's developmental delay. Options include:
Cognition
Motor development
Self-help/adaptive behavior
Communication
Social-emotional development
This field is available when Developmental Delay is selected from Area of Suspected Disability.
Select disability area(s) for 'Specific Learning Disability'
The disability area related to the student's specific learning disability. Options include:
Oral Expression
Written Expression
Reading Fluency Skills
Mathematics Calculation
Listening Comprehension
Basic Reading Skills
Reading Comprehension
Mathematics Reasoning
This field is available when Specific Learning Disability is selected from Area of Suspected Disability.
Select disability area(s) for 'Speech or Language Impairment'
The disability area related to the student's speech or language impairment. Options include:
Speech Sound Production and Use
Language
Fluency
Voice
This field is available when Speech or Language Impairment is selected from Area of Suspected Disability.
The following fields display when Initial Evaluation or Reevaluation is selected.
Description of Action(s)
Description of Action(s)
A description of the action to be taken. Options include:
An evaluation will be conducted (See Consent to Evaluate/Reevaluate).
An evaluation will not be conducted.
Additional interventions will be implemented in the area(s) of:
Other:
Multiple options can be selected.
Specify additional interventions *Required
A description of any additional interventions needed.
*This field is available and required when "Additional interventions..." is selected above.
This field is limited to 8000 characters.
Specify Other *Required
A description of any other interventions needed.
*This field is available and required when "Other" is selected above.
This field is limited to 8000 characters.
Reason(s) for Decision
The reason's for the ARC decision. Options include:
This referral, as reviewed by the ARC, indicates a suspected disability and there is a need for an individual evaluation.
This referral, as reviewed by the ARC, does not indicate a suspected disability and there is not a need for an individual evaluation.
This referral, as reviewed by the ARC, does not include sufficient information to determine a suspected disability and the need to initiate a full and individual evaluation.
Only one option can be selected.
The ARC has determined the information needed to be collected and will reconvene on *Required
The date on which the new data needs to be collected.
*This field is available and required when "This referral, as reviewed by the ARC, does not include sufficient information..." is selected above.
The following fields display when Reevaluation Plan is selected.
The ARC reviewed existing data as outlined in Section 1, including but not limited to:
Evaluations and information provided by parents;
Current classroom-based assessments and observations; and
Observations by teachers and related service providers.
The ARC has decided that additional information (See Consent to Evaluate/Reevaluate) is needed to determine
An indication additional information is needed. Options include:
If the student continues to have a disability
If the student continues to need special education
The present level of academic and functional performance and educational needs of the student
Any additions or modifications to the special education and related services needed to enable the student to meet the goals set out in the IEP and to participate, as appropriate, in the general curriculum.
Users can make multiple selections from these four checkboxes, but can only make a selection from this set of checkboxes OR the two below.
OR The ARC decided that
Options include:
Current data is sufficient, OR
A formal evaluation as requested by the parent will be conducted. (See Consent to Evaluate/Reevaluate).
Users can only mark one of these two checkboxes, but can only make a selection from this set of checkboxes OR the four above.
AND The parents have been informed of these decisions Required
An indication the student's parents have been informed of the ARC decision.
The Admissions and Release Committee Members editor is used to document the team meeting and discussions for the student.
Admissions and Release Committee Members List Screen
Admissions and Release Committee Members List Screen
Column Name
Description
Padlock Icon
The user currently editing the record.
Names of Student Representatives
The names of the people representing the student.
Date
The date of the ARC meeting.
Parent Participation
Indicates the parent's involvement at the meeting.
Admissions and Release Committee Members Detail Screen
Click on an existing record or New to view the detail screen.
Admissions and Release Committee Members Detail Screen
Field
Description
Validation
Admissions and Release Committee Members I have been advised, in my native language, and I understand the contents of this notice. I have a copy and have received an explanation of my procedural safeguards as parents of a student with a disability or as a student with a disability. I understand that I can receive an additional copy of my procedural safeguards, a further explanation of my rights, or assistance in understanding the content of this notice by contacting the student's school or the Director of Special Education.
Names of Student Representative(s) Required
The people representing the student.
This field is limited to 400 characters.
Parent Participation
Indicates the parent's involvement at the meeting. Options include:
Parent participated via alternate means
Parents did not attend meeting (if age 18 or older or younger if appropriate)
Only one option can be selected.
A copy of Parent Rights, if necessary, and appropriate Due Process forms were
An indication on how a copy of the Parent Rights/Due Process forms were sent to the the parent/guardians. Options include:
Mailed
Sent home with student
Sent by fax
Delivered by school personnel
Emailed
N/A
Date
The date of the ARC meeting.
N/A
Admissions and Release Committee Members Attendance Editor
Committee Member Name
The name of the committee member.
This field populates with all active team members on the student's Team Members tool.
Users can use the Link button to add another row/team member.
Role
The role of the committee member.
N/A
Name
The name of any additional team members included in the meeting.
This is available when users click the Add button.
Role
The role of the additional team member.
This is available when users click the Add button.
Editor Home
ARC Header Editor
Student Information Editor
Enrollment Information Editor
Parent/Guardian Information Editor
Basis for ARC Decisions Editor
Disciplinary Review Editor
IEP Developed/Reviewed/Revised Editor
Placement Options and Decisions Editor
Notice of Graduation or Aging Out Editor
Medicaid Editor
Other Factors Relevant to the Action Editor
Initial Eval/Reevaluation Plan Editor
Admissions and Release Committee Members List Screen
Admissions and Release Committee Members Detail Screen
Summary Notes and Parent Input Editor
