CFN Related Services Training

Transmittals and RSAWill Ramirez

Cynthia RodriguezDenise Robinson

Spring 2010

AgendaApril 23, 2010May 4, 2010

• Overview:• Turn and Talk Activity:

• What should I do before issuing a transmittal or RSA?• Student Services Receipt Report (SEC)• How to change the status in CAP: APB to ACO• Multiple students to be contracted out• Agencies under contract vs. RSA• How to generate a transmittal• Review RSA manual highlights• Making connections to the SOPM (page 128)• Using IVR to record the first attend date• Q & A Parking lot

What should I do before issuing a transmittal or RSA?

• Check for Related Service(s) on IEP• Check SEC (student service receipt report; related services for school

age in public school) for status• Ensure parental consent is documented in CAP and/ or student is

authorized to appropriate site• Identify and/ or obtain DOE provider through related services

supervisor• Ensure caseload is assigned to provider

If there is no provider assigned to case(s)• Change status in CAP to reflect ACO (Awaiting Contracting Out). • Note: 24 Hours must elapse before SEC is updated• Second Note: Paraprofessionals are assigned through Galaxy

Making Connections with the SOPM• A DOE provider is assigned to the (case) caseload within 2 days

of parent consent to the Final Notice of Recommendation• For continuing students or students deferred for September

placement, a DOE provider is assigned within 2 days of the start of the school year in September

• If a provider is not available, the CFN will generate a transmittal (using SEC RSA) to an agency under contract with the DOE

• If the DOE is unable to locate a related service provider within an additional 13 days (15 days total), the CFN issues a Related Service Authorization Letter (RSA) to the parent.

• The parent is provided with information on available providers and instructions regarding how to invoke the RSA

(SOPM page 128)

How to Change the Status in CAP: APB to ACO

What Is…• Security District:

• Use Geographic School District for Speech, Counseling (elementary, middle/intermediate)

• High Schools use 78 (some 6-12 schools)• Occupational Therapy and Physical Therapy use 96• When in doubt use CAP Reference Menu (RM); school list

(SL)• Region:

• Manhattan 1• Bronx 2• Brooklyn 3• Staten Island 4• Queens 5

Multiple Students to be Contracted Out

Agencies Under Contract vs. RSA

• DOE protocol requires that an agency under contract has priority over and independent agency or RSA provider

• The agency has 5 days to accept a particular school assignment

• CFN can assign the case(s) to a second agency under contract after the first 5 days have elapsed

• Only after these attempts are made can an RSA be created

HOW DO I GENERATE A TRANSMITTAL TO AN AGENCY UNDER CONTRACT?

(Using SEC RSA)

REVIEW RSA MANUALStep-by-Step

Highlights of RSA Training Manual

• How to sign in………………………………………………. Page 2 • How to find a student……………………………………… 3• How to create a related services authorization (RSA 1) 4

• Letter to parents……………………………………….. 7• How to confirm the (RSA 2)………………………………… 9

• Assigning the provider…………………………………. 12• Assigning the license…………………………………… 13• Letter to provider……………………………………….. 16

• Adding a new provider……………………………………… 17• Adding a new license……………………………………….. 23• Getting back into RSA after closing……………………….. 26

Providers Must Use the Interactive Voice Response(IVR) System to Record the First Attend Date and

Maintain an Attendance Booklet

• The first attendance reporting system allows service providers to report the first attend (start) date for the delivery of related services, SETSS, and ESL. For step-by-step procedures using IVR, refer to the updated document “Updated IVR Procedures” (08/27/09)

• The telephone number to record the first attend date is 718-596-4080