How Are Referrals Made?

  • If a facilitator receives a verbal request from a parent for Special Education services or evaluation, the facilitator should alert the Special Education Department to assist the parent in developing a written letter requesting assessment, per Cal. Code Regs. Tit. 5, § 3021. The communication between the facilitator and the Special Education Department should be done on the day of or the day following the receipt of the verbal request.

    If a facilitator receives a written request from a parent for Special Education services or evaluation, the facilitator should immediately give the letter to the Special Education Department for response.

    Per EDC §56043(a) and EDC §56321(a), the response to a request for assessment must be within 15 days of receiving a written request and would consist of either:

    • A Student Success Team (SST) meeting being held within the 15-day timeline.

    • A Prior Written Notice denying the request from the Special Education administrator(s), along with a copy of the Procedural Safeguards. An additional file shall be kept in the Special Education Department with all PWNs in which the school denies parent requests for assessment.

    • In rare cases, an Assessment Plan being offered to the parent via the Special Education administrator(s). The parent should also receive a copy of the Procedural Safeguards.

    NOTES: Exceptions to the 15-day timeline include school breaks in excess of 5 school days. Also, if a referral is received 10 days or fewer before the end of the school year, then the AP must be sent to the parent/guardian within the first 10 days of the following school year.

  • A staff referral for assessment of a learner for Special Education services or evaluation should be directed to the administrator in charge of SST.  The SST team will hold an SST meeting within 15 days of receiving the evaluation request to discuss the referral and determine if the request should move forward to assessment, or interventions should first be attempted.

  • If the SST determines that a learner needs an assessment, the SST shall contact the Special Education administrator(s), who will follow up with an Assessment Plan, PWN, and a copy of the Procedural Safeguards being offered to the parent for signature or denial.

Referrals for Initial SPED Evaluations

Proposal of Assessment Plan (AP) for Initial Assessment

  • Timeline: 15 calendar days from the date of referral

  • Exceptions:

    • School breaks longer than 5 school days

    • If a referral is received 10 days or fewer before the end of the school year, the Assessment Plan must be sent to the parent/guardian within the first 10 days of the following school year

  • Education Code References: EDC §56043(a), EDC §56321(a)

IEP Team Meeting to Review Initial Assessment Results

  • Timeline: 60 calendar days from the receipt of parent/guardian consent on the Assessment Plan

  • Exceptions:

    • Student enrolls in another school

    • School breaks longer than 5 school days

    • If a referral is received 30 days or fewer before the end of the school year, the IEP meeting must be held within the first 30 calendar days of the next school year

  • Education Code References: EDC §56043(c), EDC §56302.1, EDC §56344(a)