Student Records Transfer - Special Education Process (Kentucky)

When a student transfers from one district to another district within the same state, the receiving district may request existing information from the exiting district. This is done using the Student Locator. Special Education information is an option the receiving district may request.

When a student no longer qualifies for special education services, certain steps must be completed.

The following information details the process the transferring district should do for proper special education records transfer and the process when student exits services within a district.

Special Education Student Transfers to Another District

Enrollment Records

 Tool Search: Enrollments

Modify the General Enrollment Information editor by entering an End Date and the End Status.

Screenshot of the Enrollments tool with the End Date and End Status fields highlighted. 
 Image 1: General Enrollment Editor - End Date and End Status 

Special Ed Enrollment Record

 Tool Search: Enrollments

Special Education enrollment information needs to be modified by entering the Special Education Exit Status, Special Education Exit Date and the Special Education Status.

  • The Special Education Status needs to be changed from an active status (i.e., A: Active, AR: Active/Referred, etc.) to an inactive status (i.e., I: Inactive).
  • The Special Education Exit Status should be changed to 06: Moved, Known to Continue.
  • The Special Education Exit Date should be entered as of the last day of enrollment in the district.
    Screenshot of the Special Ed fields section of Enrollments with the Special Ed Status and Special Ed Exit Status fields highlighted. 
     Image 2: Special Education Enrollment Editor - Special Education Status, Special Education Exit Status and Special Education Exit Date 

Transportation Tab

 Tool Search: Transportation

If the student has a Transportation code of T5: Special Transported, enter an End Date for this record.

Screenshot of the Transportation tool with Transportation Code and End Date fields highlighted. 
 Image 3: Transportation Tab - Transportation Code and End Date 

Team Members Tab

 Tool Search: Special Ed Team Members

Team members are not automatically ended when a student ends enrollment. A user must manually end all team members when a student transfers to another district. Select the Team Member and enter the End Date as the last day the student was enrolled in the district.

Screenshot of the Team Members tool with the End Date field highlighted. 
 Image 4: Special Education Team Member Tab - End Date 

When these changes are complete, the plan will need to be locked again, as only locked plans will be included in the records transfer process.

Screenshot of the Special Ed Documents tool with the Plan Completed field highlighted. 
 Image 5: Special Education Plan Completed 
 

Open the modified plan from the student’s Documents tab. On the Education Plan editor, mark the Plan Completed checkbox and select OK on the warning that appears. Click the Save icon in the action bar. The plan is now locked.

Special Educaton Student No Longer Qualifies for Services and is Released from Special Education

Enrollment Records

 Tool Search: Enrollments

Modify the General Enrollment Information editor by entering an End Date and the End Status.

Screenshot of the Enrollments tool with the End Date and End Status fields highlighted. 
 Image 1: General Enrollment Editor - End Date and End Status 

Special Education Enrollment Record

 Tool Search: Enrollments

Special Education enrollment information needs to be modified by entering the Special Education Exit Status, Special Education Exit Date and the Special Education Status.

  • The Special Education Status needs to be changed from an active status (i.e., A: Active, AR: Active/Referred, etc.) to an inactive status (i.e., I: Inactive).
  • The Special Education Exit Status should be changed to 01: Transferred to Regular Education.
  • The Special Education Exit Date should be entered as of the last day of enrollment in special education programming.

Screenshot of the Special Ed fields section of Enrollments with the Special Ed Status, Special Ed Exit Status, and Special Ed Exit Date fields highlighted. 
 Image 2: Special Education Enrollment Editor - Special Education Status, Special Education Exit Status and Special Education Exit Date 

Transportation Tab

 Tool Search: Transportation

If the student has a Transportation code of T5: Special Transported, enter an End Date for this record. A new transportation record will need to be added to indicate the student's new transportation code. 

Screenshot of the Transportation tool with Transportation Code and End Date fields highlighted. 
 Image 3: Transportation Tab - Transportation Code and End Date 

Team Members Tab

 Tool Search: Special Ed Team Members

Team members are not automatically ended when a student ends enrollment. A user must manually end all team members when a student transfers to another district. Select the Team Member and enter the End Date as the last day the student was enrolled in the district.

Screenshot of the Team Members tool with the End Date field highlighted.  
 Image 4: Special Education Team Member Tab - End Date 

Special Education Documents

When these changes are complete, the plan will need to be locked again, as only locked plans will be included in the records transfer process. This process does not need to be done for students transferring out of the district. 

Only the most recent Locked IEP and Evaluation plans will be sent through records transfer as editable plan types. The rest of the students' locked special ed documents will come over as read-only PDF documents. Those read-only PDF documents will all be imported into the calendar year based on the date they were imported, and the Locked IEP and Evaluation plans will be imported based on the dates of those plans. 

Screenshot of the Special Ed Documents tool with the Plan Completed field highlighted.  
 Image 5: Special Education Plan Completed 

Open the modified plan from the student’s Documents tab. On the Education Plan editor, mark the Plan Completed checkbox and select OK on the warning that appears. Click the Save icon in the action bar. The plan is now locked.