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

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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 or addition of middle name or initial

Partner district initiated name or gender changes

Legal Court Documentation changes to student gender, student name

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

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

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 or secretary makes request

• Student Data Department will update the following:

  o Attending/ Home/ Managing school in ESI

  o Servicing school in Phoenix Case manager update

  o Demographic changes

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

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, goals and events. 

X

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.)

X

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 not 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:

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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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