INTAKE, WORD PROCESSING & STUDENT RECORDS

(Intake/WP) 314.989.8125, ssdintake@ssdmo.org

(Records) 314.989.8170, e-records@ssdmo.org

STUDENT DATA

314.989.8200

studentdata@ssdmo.org

NAME CHANGES

If there is Legal Court Documentation Changes to student gender, student name or the Parent/Educational Decision Maker/Legal Guardian

Misspellings of a first or last name only, addition of middle name or initial

EDUCATIONAL DECISION MAKER (EDM) CHANGES

Update Parent/EDM/Legal Guardian (including adoption, foster, custody arrangements, parenting plans, etc.) when there is legal court documentation

Update Student as EDM when reaching Age of Majority

TRANSFERS VS SCHOOL CHANGES 

Transfers-Student coming from outside of SSD and/or partner districts

• Students must enroll with one of the public school districts within St. Louis County

• Counselor or registrar sends in the Transfer Form to SSD Intake via an e-form link (assigned to each school – contact Emily Boeckmann for the Transfer e-form link)

• Intake enters student information in to ESI and Phoenix, makes a request for records or attaches records in Phoenix if provided, and creates the transfer event for the building team

• Building AC and School Psychologist are notified once the transfer event is ready

School Changes (In-County Move)-Student switched schools within the 22 St. Louis County school districts

• Receiving Teacher makes request

• Student Data Department will update the following:

  • Attending/ Home/ Managing school in ESI

  • Servicing school in Phoenix Case manager update

  • Demographic changes

NOTE: Receiving teacher is responsible for updating providers assigned to services and goals.

Hyperlinks to Sections:

Transfers/School Changes

Demographic Changes

Student Registration and Changes#Exits

Student Registration and Changes#RecordsExits

Records

EC Coalition

Task

Intake

Student Data

Student Records

Creates IJR

• School Psychologists complete the Student Record Search Form for Initial Joint Review

• Student Record Search Form Site: https://sites.google.com/ssdmo.org/intake/home/student-search-form

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Early Childhood Evaluations  

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SNAP Requests for Evaluations

• Initial evaluations for students who are being home-schooled or are enrolled in a private/parochial school in St. Louis County

• Parents should contact the Intake Department for information/referral documents  

X

Task

Intake

Student Data

Student Records

Reactivation

• Any student who has been exited from ESI/Phoenix – regardless of the reason – will need to be reactivated in the system if needing services again.  This would follow the transfer process/procedures.

• If a student was exited due to no longer requiring services or because a parent revoked services, a reactivation cannot be completed.  The student would need to be referred for an initial evaluation.

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Creates Transfers  

• Students must enroll with one of the public school districts within St. Louis County

• Counselor or registrar sends in the Transfer Form to SSD Intake via an e-form link (assigned to each school – contact Emily Boeckmann for the Transfer e-form link)

• Intake enters student information in to ESI and Phoenix, makes a request for records or attaches records in Phoenix if provided, and creates the transfer event for the building team

• Building AC and School Psychologist are notified once the transfer event is ready  

X

School Changes (In-County Move)

Student switched schools within the 22 St. Louis County school districts Receiving Teacher contacts Student Data Student Data Department will update the following:

• Attending/ Home/ Managing school in ESI

• Servicing school in Phoenix

• Case manager update

• Demographic changes.

NOTE: Receiving teacher is responsible for updating providers assigned to services and goals. 

X

Case Manager Changes

Case manager is incorrect in Phoenix

• Teachers can update CM by clicking the smiley face or searching on the Special Ed screen in Phoenix.

• Student Data Department will update Case Manager in Phoenix if requested.

NOTE: Teacher is responsible for updating providers assigned to services and goals. 

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Watch List

Temporary access to a student not on your caseload or class list Teacher or AC can request Student Data will:

• Add student to requestors Watch List  

X

Task

Intake

Student Data

Student Records

Legal Court Document Changes-Gender, Name, EDM

• Intake will make changes to student information, as needed, when accompanied by court/legal documentation (or other documentation as appropriate):

  • Name

  • Gender

  • Parent/EDM/Legal Guardian (including adoption, foster, custody arrangements, parenting plans, etc.)

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Surrogates

• If a student is in need of an educational surrogate, please contact Intake Department staff members Emily Boeckmann and Gail Brown

• Surrogates are required when a student is not 18 years of age and does not have an Educational Decision Maker

• If you are not sure if a surrogate is required, please contact Emily to inquire

Resource: DESE’s Surrogate Decision Making Flow Chart, click here:

 X

Name Changes

Misspellings of a First or last name only, Addition of middle name or initial

Teacher/ AC/ Secretary can request Student Data to update.

Student Data Department will:

• Verified with Partner district database

• Update ESI and SISK12 systems

X

Birthdate Changes

DOB incorrect due to an entry Typo

SSD Staff, DESE or Partner District can request DOB correction

Student Data Department will:

• Verified with partner district

• Verify with DESE MOSIS system

• Correct DOB in ESI, SISK12 and MOSIS systems

X

Change of Address

Student moves to new address with current family.

SSD Staff can request an address change

Student Data Department will:

• Verify address with partner district

• Update address in ESI and SISK12 systems

• Update schools if needed

 NOTE: If a transportation change is needed, teacher will need to complete an address change form in Phoenix.

X

Change of Phone Number

Student or contacts need new or additional phone number

SSD Staff can request an phone number change

Student Data Department will:

• Update phone number in ESI and SISK12 systems  

X

Educational Decision Maker Changes

Teachers can request

Student Data will:

• Update Student as EDM when reaching Age of Majority

X

Grade Level Changes

Any SSD Staff can request

Student Data Department will:

• Update grade level in ESI and SISk12

X

Task

Intake

Student Data

Student Records

Student Exits/Withdrawals

(Any student who leaves the district and/ or St. Louis County)

Teachers or AC can request

• Graduates

• Moved out of St. Louis County

• YCDD no school age diagnosis

NOTE: Sending in student file to Student Records does request an exit you must contact Student Data.

X

Task

Intake

Student Data

Student Records

Request for Records, Providing Records to Parents

• All requests for Student Records (parents / EDM / Legal Guardians; other school districts; Social Security Disability Inquiries, etc.) should be sent to                                                   e-records@ssdmo.org

• SSD Staff, with an educational “need to know” reason, may request student records via this link:

X

Task

Intake

Student Data

Student Records

ECSE Coalition

• Early Childhood Coalition Districts are school districts which provide their own special education services to students age 3 – 5 (not Kindergarten eligible).

• Coalition Districts Include: Clayton, Ferguson-Florissant, Hazelwood, Kirkwood, Mehlville, Pattonville, Rockwood, and University City

• Students from these 8 coalition districts need to be transferred in to SSD’s system prior to starting Kindergarten.  This process typically occurs the spring prior to their Kindergarten year.

• Support

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