• Overview of 504 Guidelines/Regulations

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    South Orange Maplewood School District Section 504 Process

    2017-18 504 District Forms

    Form A: Section 504 Referral Form

    ·         Documented by Building Section 504 Coordinator, within 3 school days of receiving the request,  to start the Section 504 process

    ·         Date referral is received by the Building Section 504 Coordinator starts the timelines referenced below

     

    Form B: Notice of Consideration for Section 504 and Invitation to Section 504 Team Meeting

    ·         Within seven (7) calendar days, the Building Section 504 Coordinator sends Form B and Form C to parent  

    ·         Within twenty (20) calendar days, the initial 504 eligibility determination meeting is held

    Form C: Parent Notice of Procedural Rights and Safeguards

    ·         Building Section 504 Coordinator sends to parent along with Form B

    Form C2: Waiver of Receipt of Another Copy of Notice of Procedural Rights Under Section 504

    ·         This form can be used, pending parent agreement, in subsequent steps of the process where parent notice of procedural rights and safeguards are required to be distributed

    Form D: Information Gathering Form

    ·         Building Section 504 Coordinator sends to appropriate staff to obtain information and Building Section 504 Coordinator uses Form D to document information at the 504 eligibility determination meeting

    ·         The information on Form D should be provided by the nurse, team leader, counselor, and/or teachers prior to the Section 504 meeting

    Form E: Determination that Additional Information of Assessment is Required and Consent if Assessment/Evaluation is Required

    ·         Section 504 Team completes this form

    ·         Building Section 504 Coordinator documents the information; copies signed consent form which is given to parent and kept on file

    ·         It is anticipated that formal assessments or evaluations will be completed within 60 days from the receipt of the parent’s consent to evaluate although it is understood that certain evaluations or evaluators may need additional time.  If formal assessments or formal evaluations must be conducted, a meeting to consider these results will be scheduled within 20 days of receipt of the evaluations

    Form F: Section 504 Determination of Eligibility/Ineligibility

    ·         The eligibility determination meeting with the 504 Team and parent should occur within twenty (20) calendar days from the date that the referral was received by the Building Section 504 Coordinator

    ·         504 Team completes Form F during meeting

    ·         Section 504 Building Coordinator documents the information

    Form G: Individual Accommodation Plan

    ·         504 Team completes

    ·         Copy of signed document given to parent with Form C/C2

    ·         Within 3 days of the signed copy, the Building Section 504 Coordinator will

    o   Have secretary scan signed document into PowerSchool  

    o   Inform student’s teachers via email

    o   File hard copy in student’s Section 504 file

     

    Form H: Parent Notice of Annual Update and Invitation to Section 504 Team Meeting

    ·         Section 504 Building Coordinator sends to parent

    ·         Not less than twenty days before the expiration of the Accommodation Plan, the Building Section 504 Coordinator will send Form H and Form C to the parent

    o   Forms H and C can be emailed, mailed or hand-delivered to the parent

    Form I: Section 504 Annual Update to be Completed by Teachers

    ·         Section 504 Building Coordinator sends to student’s teachers and forms are returned to the Section 504 Building Coordinator

    Form J: Section 504 Information Collection Form for Annual Review OR District Section 504 Committee Review

    ·         Section 504 Building Coordinator and District Section 504 Committee use this form as needed

    ·         Used for annual review and any meeting held to discuss the student’s Accommodation Plan

    ·         Used by the District Section 504 Committee as an initial means of redress for a parent/guardian who has concerns about any aspect of the student’s Section 504 Plan

     

    The Process:

    Identification

    ·         Referral goes to Section 504 Building Coordinator

    ·         Document the request (e.g., email, phone call, teacher referral, parent meeting, etc.) on Form A within 3 days of receiving the request

    o   Date referral is received by the Building Section 504 Coordinator starts the timelines referenced below

    Initiation of 504 Procedures:

    ·         Section 504 Building Coordinator is the gatekeeper of all Section 504 forms

    ·         Within 7 calendar days, the Section 504 Building Coordinator sends Form B and Form C to parent

    o   Forms can be emailed, mailed or hand delivered

    o   Form B must specify the date, time and location of the meeting, which is to be held within 20 days from the date referral is received by the Building Section 504 Coordinator

    o   Parents/guardians must be provided with Form C

    ·         Building Section 504 Coordinator sends Form D to appropriate staff to gather information

    Meeting to Determine Eligibility

    ·         504 Team reviews information on Form D and team determines if there is enough information to determine eligibility

    o   If additional information is needed, use Form E; otherwise use Form F

    ·         504 Team determines eligibility/ineligibility

    Accommodation Plan

    ·         504 Team will discuss the recommended accommodations and the Building Coordinator will document the proposed accommodations on Form G

    ·         A copy of Form G needs to be provided to the parent, along with a copy of Form C/C2

    ·         If the parent consents to implementation of the Individual Accommodation Plan, the parent must sign Form G

    ·         A copy of signed Form G and Form C/C2 must be given to the parent and maintained for the student’s Section 504 file

    o   Within 3 school days of the parent’s written consent, the Building Section 504 Coordinator will give a copy of Form G to the secretary to enter the plan into PowerSchool (make sure that the 504 icon is activated)

    o   Within 3 days of the parent’s written consent, the Building Coordinator will email the student’s teachers and inform that that the Section 504 Accommodation Plan is active and must be reviewed and followed

    o   If teachers have any questions, they should speak with the School Counselor, where appropriate, or the Building Section 504 Coordinator

    ·         If the parent refuses to sign consent for implementation of the Accommodation Plan, or requests additional time to consider the plan, the Building Section 504 Coordinator will make a notation under notes on Form G and the Building Section 504 Coordinator will follow-up with the parent in fifteen days if the parent has not submitted written consent

    o   If the parent refuses consent or otherwise does not respond, the Building Coordinator will document that on the notes section of Form G

     Annual Update

    ·         Not less than twenty (20) calendar days before the expiration of the Accommodation Plan, the Building Section 504 Coordinator will send Form H and Form C to the parent

    o   Forms can be emailed, mailed or hand delivered to the parent

    ·         Building Coordinator sends Form I to student’s teachers and other staff as appropriate

    ·         Unless there is a need for a specific staff member to attend the meeting, including if the parent requests their attendance, the annual update Section 504 Team meeting may be attended by only the Section 504 Building Coordinator and the parent

    ·         Meeting should be held within 20 days of the notice, but not later than the expiration of the existing Accommodations Plan

    ·         Use form J to review/revise the Accommodation Plan

    o   If the student continues to require Section 504 services, the 504 Building Coordinator will document any changes regarding needs and accommodations and will create a new Individual Accommodation Plan (Form G)

    §  Parent will be provided with Form G and Form C/C2

    §  If parent refuses to sign consent for implementation of the annual review or requests additional time to consider the plan, make a notation of it on the form notes

    ·         The Accommodation Plan (as part of the annual review) can be implemented if the parent takes no action within 15 days

    §  Within 3 days of receiving the parent’s consent or upon expiration of the 15 days’ period above, the Building Section 504 Coordinator will email the student’s teachers and inform them that the annual review Section 504 Plan is active and should be reviewed and followed

     

    Students Transferring Into the District with a 504 Plan

    ·         If a student transfers into the District from another school district and has a Section 504 Individual Accommodation Plan, the Building Section 504 Team, including members who are knowledgeable about the evaluation data and available program and placement options, must review the Individual Accommodation Plan, and any related documentation.

     

    a.       If the Section 504 Team determines that the Individual Accommodation Plan is appropriate, the Plan must be implemented.  

    b.      If the Section 504 Team determines that the Individual Accommodation Plan is not appropriate, the student’s needs must be reviewed in accordance with the Identification/Evaluation process, and a new Individual Accommodation Plan must be created.

    Grievance Procedures:

     

    A.      Parent Disagreement

    1.       In the event that the parent disagrees with any Section 504 Team recommendation or decision, the parent may file a complaint with the Section 504 District Coordinator.  Contact information is available on the District website.

     

    2.       In the event that the parent has a complaint about the provision of service under the student’s Individual Accommodation Plan, the parent may file a complaint with the Section 504 District Coordinator.  Contact information is available on the District website.

     

    a.       The Section 504 District Coordinator will convene the Section 504 Committee as an initial means of redress for any parent concerns about any aspect of a student’s 504 Plan and who has not been able to resolve the concerns with the Section 504 Team. 

    b.      The Section 504 Committee will investigate the complaint to the extent appropriate to the nature of the complaint in an effort to reach a prompt and equitable resolution.

    c.       The Section 504 District Coordinator will issue a written determination within twenty days of receipt of the complaint, unless circumstances warrant that additional time be utilized.  

     

    3.       In the event that the parent disagrees with any Section 504 Team recommendations or decisions, disagrees with the provision of services under the student’s Individual Accommodation Plan, or disagrees with the findings of the Section 504 District Coordinator, the parent may file a request for an impartial hearing through the State of New Jersey Department of Education.   The address to file a complaint is:

    New Jersey Department of Education
    Office of Special Education
    100 Riverview Plaza
    P.O. Box 500
    Trenton, NJ 08625-0500

     

    4.       In the event the parent disagrees with the decision of the State impartial hearing officer, the parent may appeal that decision to a court of competent jurisdiction. 

     

    5.       In the event that the parent disagrees with any Section 504 Team recommendations or decisions, disagrees with the provision of services under the student’s Individual Accommodation Plan, or disagrees with the findings of the Section 504 District Coordinator, the parent may file a complaint with the Office of Civil Rights.  The address of the Regional Office that covers New Jersey is:

     

    New Jersey, New York, Puerto Rico, Virgin Islands
    Office for Civil Rights, New York Office
    U.S. Department of Education
    32 Old Slip, 26th Floor
    New York, NY 10005-2500

    Telephone: 646-428-3800 * Fax: 646-428-3843

    E-mail: OCR.NewYork@ed.gov