Presentation on theme: "Planning Interview Process March 2011"— Presentation transcript:
1 Planning Interview Process March 2011 Children First Network 107Nancy Scala, Network LeaderAbby Miller, Attendance Manager
2 What is a Planning Interview? a conference held with the student and parent/guardian to discuss the student’s educational status and options.conducted by the assistant principal responsible for transfers/discharges, the school guidance counselor, or the principal.
3 Purposes of the Planning Interview To determine the reason for the student’s absence or desire to leave schoolTo provide an assessment of the student’s progress toward graduationTo explore the actions the school can take to facilitate the student’s continued education leading towards a high school diploma (e.g. changes in program, referral to another DOE school or program, referral to social agency or CBO, refer for evaluation for Special Education services
4 Purposes of the Planning Interview (continued) To encourage the student to remain in school until he/she has been granted a diploma or until the end of the school year of his/her 21st birthdayTo communicate the right of the student to re-enroll in school until the age of 21To assist the student with making a transition to a new school or program, including one outside the DOE if the student decides to leave school
5 Discharge/ Transfer Codes Requiring a Planning Interview
6 Planning Interview Form Page 1 of the Planning Interview Form must be completed prior to the interview,whether or not the student and parent/guardian attend the interview.This information includes:School headerStudent InformationGraduation RequirementsAcademic PerformanceAttendance HistoryOutreach ServicesSupport Services/Program changes received previouslyAdditional information regarding the interview should be entered on the PlanningInterview Notes page.
7 Planning Interview Form (continued) If Student and Parent/Guardian Attend Interview:Page 2 of the Planning Interview Form is completed with the following information:1. Support services/ program changes discussed at the interview2. Outcome of planning interview3. Signatures of Student, Parent/Guardian, School official, Special Education Representative (for IEP students), School Official conducting the planning interview (must be a pedagogue), and the Principal4. (√) to indicate that student received packetIf Student and Parent/Guardian Do Not Attend Interview:Page 2 of the Planning Interview form is completed with the following information:Signature of School Official conducting planning interview and Principal(√) to indicate parent and/or student did not appear for the planning interview
8 Scheduling the Planning Interview The principal, assistant principal or guidance counselor schedules the planninginterview and notifies the student and parent/guardian at least 10 days in advance bysending Planning Interview Letter #1.The letter is to be in the home language whenever possible.The letter is to be sent to the last known address.A Planning Interview Form is to be completed with all requisite informationfor every planning interview that is scheduled. All prior interventions with thestudent are to be documented.
9 Planning Interview Letter #1 The letter must specify the following:The reason for the planning interview.The date, time and location of the conference.The name and telephone number of a schoolcontact person and the procedure forrescheduling the conference.The “Notice of Student’s Rights” must be attachedwith the letter.
11 WHO ATTENDS THE PLANNING INTERVIEW Conducting the Planning Interview when the Student and/or Parent AppearWHO ATTENDS THE PLANNING INTERVIEWThe assistant principal responsible for transfers/discharges, the school guidance counselor or principal may conduct the interview.A special education staff member (e.g. related service provider, psychologist or special education teacher) must attend the meeting if the student is receiving special education services (in accordance with LORA and Jose P. case).The studentThe parent (if the child is under 18)Whenever possible an interpreter is to be provided if the parent/ guardian does not speak English.
12 Conducting the Planning Interview when the Student and/or Parent Appear (continued) The student and parent/guardian are informed of the student’s right to return to a DOE school or program until the age of 21.
13 Conducting the Planning Interview A copy of the completed Planning InterviewForm must be sent to the CFN AttendanceManager (Abby Miller) for review and approval.Students have a right to attend school until thedischarge/transfer has been approved.
14 Conducting the Planning Interview (continued) Upon completion of the planning interview if the student is transferred ordischarged, the following documents are to be providedto the parent/guardian and student.
15 Entering the Planning Interview Transaction in ATS Once the planning interview is completed in house, thepupil accounting secretary will enter the transaction on thePIES (Planning Interview Entry Screen) if the transfer codeis 38, 43, or 00.If the discharge code is 02, 35 or 39, the transaction isentered on the DISC (Discharge Screen). The student willnot be removed from the register until the NetworkAttendance Manager approves the discharge.
16 Required Actions When Student and Parent/Guardian Do Not Appear for the Planning Interview If the student and parent/guardian do not appear for the planning interview, and another date for the interview is not requested or, if the letter of notification is returned, the school must take the following actions before the student isdischarged:
17 Required Actions When Student and Parent/Guardian Do Not Appear for the Planning Interview (continued)An attendance investigation must be conducted and documented on Form407. Every effort must be made to encourage student and parent/guardianto come to school for the planning interview.Upon completion of the attendance investigation, if a planning interview is notconducted and the student has completed the school year in which s/he turns 17years of age, and has been absent from school for 20 consecutive days, theschool must send a second letter to the student and parent/guardian informingthem of the following:the student’s imminent discharge if no contact is made with the school,the availability of alternative educational options and supports,the student’s right to return through the age of 21,the name and telephone number of a contact person.
18 Letter #2 for General Education Students (Sample)
20 Students with IEPs (continued) If there is no response to the second letter, an attendance teacher must be sent to the home within 10 school days to discuss with the student and parent/guardian the importance of attending the planning interview.Another copy of (1) Planning Interview Letter #2 for Special Education Students, (2) Planning Interview Packet are sent to the home or dropped off by the attendance teacher.Documentation of the home visit must be attached to a copy of the second letter. Copies of the documents are filed at the school in the student’s Cumulative Record folder and in the school’s discharge file.
21 Documents Sent to Student and Parent/Guardian and Network
22 Planning Interview Reports and Update Files on ATS School Level ReportsDPRDSchool Display Planning Interview: Shows the students planning interview status on screen.REISPlanning Interview Status Report: Lists all students who have had a planning interview. A select by status or code is possible.PIESPlanning Interview Entry Screen: Allows the school to enter all students transferring to another DOE school, GED program, or even high school.DISCDischarge Function: Allows the school to preliminarily discharge a student who had a planning interview. Once approval is obtained from the Network Attendance Manager, the school can confirm the discharge, and the student will be removed from the school’s register.
23 Maintenance of Records Copies of the completed Planning Interview Form and letters mailed to the student and parent/guardian must be placed in the student’s Cumulative Record folder and in the school’s discharge file.Copies of the Form 407, with documentation of outreach efforts, are to be filed in the student’s Cumulative Record folder.The Planning Interview Form is part of the student’s permanent record and should be kept indefinitely.
24 Any questions? Need assistance? Abby ator call(718) or (347)