This article assists users when documenting ESY information in an IEP.
Information
When a student is eligible for ESY, services to be provided are entered on the Services Screen and print on Form B. Goals to be addressed during ESY are documented on the Goals Screen and print on the goals form. An IEP or Amendment can be locked without entering ESY Services (Form B is blank) or indicating which goals are to be addressed during ESY even when the Special Considerations form indicates the student is eligible. Therefore, each IEP and Amendment should be printed and reviewed prior to locking the event to ensure all forms have been completed correctly.
Student is eligible for ESY
In the Extended School Year section of Special Considerations select Yes, the student is eligible for ESY services. Form B is created on the Forms List panel and Event Overview.
On Form B, mark The student is eligible for ESY services and Save.
There is a reminder on Form B to enter services on the Services Screen.
ESY Goals
Each Goal to be addressed during ESY is marked in Goal Details.
Open the goal to be addressed on the Goals screen.
Check the box Will also be addressed during ESY.
Each goal to be addressed during ESY is shown with a check mark on Plan Goals and on Federal 4 Summary.
The statement prints on the Goals page of the IEP.
ESY Services
ESY services are entered on the Services Screen and print on Form B.
Open the Services screen.
In the Service Search section select ESY Service as the Service Group Type.
Select the Service Group.
Each Service Group begins with “ESY -”. This ensures the services are not calculated into the school year LRE.
Revise the Begin Date and End Date of each service.
The Begin and End Dates of each ESY service should match the dates for the ESY program not for the IEP (they default to the IEP dates). If the specific dates are not known at the time the IEP or Amendment is completed, enter approximate dates based on the previous year.
If the student is participating in an extended ESY program, enter the first day of ESY as the Start Date and the last day of ESY as the End Date. On the Additional Information Page include a statement identifying the dates that ESY services will not be provided (include only school days).
The Provider can be assigned if known or left blank. Providers are assigned by the ESY staff.
The Servicing School can be left as the student’s current school.
Save.
ESY services appear on a separate table on Plan Services. The services can be reordered within the group by using drag and drop.
Reminder: The Begin and End dates for all goals, services and accommodations included in an IEP/Amendment must be within the date range of the current IEP. This includes ESY services. Begin or End Dates that are after the expiration date of the current IEP cannot be entered. If the current IEP will expire before the start of ESY a new IEP must be written to include the ESY information.
Note: ESY Transportation is not documented in the IEP; it is done in a Transportation Change Event. Instructions for completing that event can be found here.
If the student is eligible for ESY as indicated on Special Considerations but no goals or services for ESY are included in the IEP, the student will appear on audit reports created by administrators and secretaries. In this case an IEP Correction or IEP Amendment is needed.
ESY eligibility will be “addressed at a later date”
In the Extended School Year section of Special Considerations select The need for ESY services will be addressed at a later date.
Enter the Date by which eligibility will be determined.
When eligibility has been determined, complete an IEP Amendment or a new IEP.
Change the response on Special Considerations.
a. If the student is not eligible, change the response to “No, the student is not eligible for ESY” and Save the form. The process is complete.
b. If the student is eligible, change the response to “Yes” and complete the ESY eligible process as outlined above.
Special Education Process Video
Special School District provides this video series for process information related to ESY. Click the link and log in with your Vector/SafeSchools (employee ID number) credentials to view this information:
You will use your 6 digit employee ID number to log into SafeSchools.
If you have questions about the information in this process video please consult your Special Education Coordinator or Director.