Fillable Student Records Keeper (Illinois State Board of Education)

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Student Records Keeper (Illinois State Board of Education)

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ILLINOIS
STUDENT
RECORD
KEEPER
FOR PARENTS OF S
TUDENTS WHO
RECEIVE SPECIAL EDUCATION SERVICES
May 2021
Special Education Department
20____ to 20____ School Year
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Table of Contents
Hello and Welcome: How to Use This Book
1
Identifying Information
3
Things to Think About Before Your Child’s Individualized Education Program (IEP)
Meeting
4
Things to Think About Before the Transition Portion of the IEP Meeting
8
Multi-tiered System of Support (MTSS)
11
Referral
13
Evaluation
15
Special Education Eligibility Meeting
18
Results of the Meeting
20
IEP Meeting
22
Postsecondary Transition
26
Reevaluation
28
Independent Educational Evaluation (IEE)
31
Other Meetings (As Needed)
33
School Records
36
Dispute Resolution Checklist
38
First Steps
38
IEP Facilitation
41
Mediation
42
State Complaint or Due Process?
43
State Complaint
45
Due Process Hearing Request – First Steps
49
Due Process Hearing – Pre-hearing Steps
50
Pre-hearing Conference Outcome
51
The Hearing – Are You Ready to Go?
53
The Hearing Decision
55
Call List
56
Telephone Log
58
Page | 1
How to Use This Book
This booklet is for you to use to keep important information about your child and his or her
special education and related services. It is a companion to Educational Rights and
Responsibilities: Understanding Special Education in Illinois, otherwise known as the parent
guide.
Records play an important role as you plan your child’s education. Dates, people, meetings,
and reports are important throughout your child’s educational career. The records keeper was
developed to assist you in preparing for Individualized Education Program (IEP) and transition
meetings, getting ready for evaluations and reevaluations, and keeping track of paperwork and
other materials you might need.
This book cross-references the Illinois State Board of Education (ISBE) publication, Educational
Rights and Responsibilities: Understanding Special Education in Illinois. At the top of each
section, locate the page numbers that reference pages in the guide.
The guide can be found at https://www.isbe.net/Documents/Parent-Guide-Special-Ed-
Aug20.pdf The guide offers information to increase your knowledge and understanding about
a variety of topics and issues related to special education in Illinois.
If you have any questions about special education and/or related services, call a consultant at
the Special Education Department at (217) 782-5589. The ISBE Special Education website also
has many resources and is located at https://www.isbe.net/Pages/Special-Education-
Programs.aspx.
HELLO AND WELCOME!
Page | 2
3
7
Chapter 3: Referral and Evaluation 16
25
31
35
56
64
75
79
Chapter 11: Conflict Resolution 86
116
124
128
133
Disabilities (ISAC) 139
142
Appendix B: Quick Reference Charts 171
198
219
PARENT GUIDE CHAPTERS
Page | 3
Identifying Information for 20___ - 20____ School Year
Child’s Name: ________________________________________________________________
Child’s Date of Birth: __________________________________________________________
School District: _______________________________________________________________
School Attending: ____________________________________________________________
School Telephone Number: ____________________________________________________
School Principal: _____________________________________________________________
Dates for This Year’s IEP Meeting(s):
My Student’s Teachers This Year:
(include names of persons who work with your child such as a speech therapist, social worker, etc.)
General Education Teachers
Special Education Teachers
Make a file and keep copies of any papers you receive during your meetings with the school. If you
aren’t given copies of reports that you want, ask for them. Then keep the papers in your file.
Things to Think About Before Your Child’s Individualized
Education Program (IEP) Meeting
Page | 4
My child’s strengths at home are -
A few things my child likes to do are -
A few things my child does not like to do are -
My child is good at -
My child’s strengths at school are -
Things to Think About Before Your Child’s
Individualized Education Program (IEP) Meeting (cont.)
Page | 5
My child needs help with -
The problems my child has at home are -
The problems my child has at school are -
The concerns I have for my child’s education are -
How do I think my child feels about himself or herself?
Things to Think About Before Your Child’s
Individualized Education Program (IEP) Meeting (cont.)
Page | 6
How does my child feel about school?
The supports my child needs to be successful in school are -
My dreams for my child are -
I think the things my child needs to learn the most in school are -
The technology my child needs to learn or to show what he or she knows is -
Things to Think About Before Your Child’s
Individualized Education Program (IEP) Meeting (cont.)
Page | 7
Other thoughts, concerns, or ideas about my child’s education:
Things to Think About Before the Transition
Portion of the IEP Meeting
Page | 8
What kinds of paying jobs has my child done or would like to do?
What kind of volunteer work has my child done or would like to do?
What does my child like to do when he or she has free time?
What are his or her hobbies ?
Is my young person interested in going to college or trade school or joining the
military after high school?
What services does my child receive from state or community agencies?
Things to Think About Before the Transition
Portion of the IEP Meeting
Page | 9
My child is aware of different types of jobs available in our community.
Yes ☐ No ☐
Explain:
What kind of jobs or career choices would my child like to have?
What services or supports do I think my child needs from state or community agencies?
Where would you like to see your child living and working five years from now?
Where does your child want to be living and working five years from now?
Things to Think About Before the Transition
Portion of the IEP Meeting
Page | 10
What supports does your child need to prepare him or her for -
• working with adult services?
• college?
• vocational training?
• a job or career?
• living independently in the community?
•
advocating for himself or herself?
Does your young adult need any special accommodations, such as interpreters or translators?
Page | 11
Multi-tiered System of Support
See Chapter 2, Multi-Tiered System of Support, pages 7-15, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. Did the school use a Multi-tiered System of Support (MTSS) process to provide support to
your child? Yes ☐ No ☐
1a. If yes, what interventions did they use?
2. Were the interventions research-based? ☐ Yes ☐ No
3. Do you know how the school determined what intervention(s) to try?
Yes ☐ No ☐
3a. If yes, what process did they use?
4. What length of time was used for an intervention to determine progress?
5. How was your child’s progress monitored?
6. Did you receive a written intervention plan as part of the MTSS process?
Yes ☐ No ☐
7. Were you informed that you could ask (in writing) for a special education evaluation at any
point during the MTSS process?
Yes ☐ No ☐
Page | 12
7a. If no, were you told that you had to wait until a later time (until data was
collected, until a period of time passed, or for other reasons)?
Yes ☐ No ☐
Page | 13
REFERRAL
See Chapter 3, Referral and Evaluation, pages 16-24, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. Who made the referral (i.e., parent, MTSS team, student’s teacher, etc.) to determine if your
child might be eligible to receive special education services?
1a. Was it made in writing? Yes ☐ No ☐
1b. When? _____________________________________________________________________________
2. Why was the referral made?
3. Did you attend a meeting about the referral? ☐ Yes ☐ No
3a. What was the date of the meeting? ____________________________________________________
4. Who was at the meeting?
5. Did you provide any reports or information about your child?
Yes ☐ No ☐
6. Name of first report:
____________________________________________________________________________________
6a. Who wrote the report?
____________________________________________________________________________________
7. Name of second report:
____________________________________________________________________________________
7a. Who wrote the report?
____________________________________________________________________________________
Page | 14
8. Did the team discuss your information in the meeting?
9. What were the results of the meeting?
Page | 15
EVALUATION
See Chapter 3, Referral and Evaluation, pages 16-24, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. Were you asked to give your written consent for the evaluation?
Yes ☐ No ☐
1a. What was the date you were asked?
____________________________________________________________________________________
2. Did you give consent for the school to do the evaluation?
Yes ☐ No ☐
2a. What was the date you gave consent?
____________________________________________________________________________________
3. Did you give written consent for the school to do the evaluation?
Yes ☐ No ☐
3a. What was the date you gave written consent (i.e., signed the Parent/Guardian Consent for
Initial Evaluation)?
____________________________________________________________________________________
4. Child’s age at the time of consent:
____________________________________________________________________________________
5. Did the school explain the tests that they wanted to do?
Yes ☐ No ☐
6. List the name of the tests, assessments, or other type of evaluations.
7. Name and purpose of the test:
Page | 16
7a. Who administered the test?
____________________________________________________________________________________
7b. Date of the testing:
____________________________________________________________________________________
7c. Location where the test was done:
____________________________________________________________________________________
8. Name and purpose of the test:
____________________________________________________________________________________
8a. Who administered the test?
____________________________________________________________________________________
8b. Date of the testing:
____________________________________________________________________________________
8c. Location where the test was done:
___________________________________________________________________________________
9. Name and purpose of the test:
___________________________________________________________________________________
9a. Who administered the test?
____________________________________________________________________________________
9b. Date of the testing:
____________________________________________________________________________________
9c. Location where the test was done:
____________________________________________________________________________________
10. Name and purpose of the test:
____________________________________________________________________________________
10a. Who administered the test?
____________________________________________________________________________________
10b. Date of the testing:
____________________________________________________________________________________
10c. Location where the test was done:
____________________________________________________________________________________
11. Were you given a copy of the evaluation report(s) three days before the eligibility meeting?
Yes ☐ No ☐
Page | 17
11a. What was the date you were given a copy of the evaluation report(s)?
____________________________________________________________________________________
11b. What was the date of the IEP meeting?
____________________________________________________________________________________
12. Prior to the meeting, did someone from the IEP team explain the report(s) to you?
Yes ☐ No ☐
12a. If yes, who did?_____________________________________________________________________
13. Comments and notes about the evaluation report(s):
Page | 18
SPECIAL EDUCATION ELIGIBILITY MEETING
See Chapter 3: Referral and Evaluation, pages 16-24, of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for more information.
1. Did you receive a written notice about the eligibility meeting (i.e. Parent/Guardian
Notification of Conference form)?
Yes ☐ No ☐
1a. What was the date of the notice?_______________________________________________________
1b. How many days before the meeting did you receive the notice? ___________________________
1c. Did you ask to change the date, time, or place?
Yes ☐ No ☐
1d. If yes, did the school make a change?
Yes ☐ No ☐
2. Did you go to the meeting or participate by telephone or internet conferencing?
Yes ☐ No ☐ How did you attend? ________________________________________________
2a. If no, why not?
____________________________________________________________________________________
3. Did the school ask for your ideas, help, or suggestions in another way?
Yes ☐ No ☐
3a. If yes, how did that happen?
4. When was the meeting held? _________________________________________________________
5. Where was the meeting held?_________________________________________________________
6. How long did it last?_________________________________________________________________
19 | Page
7. Who was at the meeting?
Name
Position
8. Did you need more than one meeting?
Yes ☐ No ☐
8a. If yes, when was the follow-up meeting?________________________________________________
9. What information and opinions did you share at the meeting?
10. Were you and the school staff able to agree on your child’s special education eligibility?
Yes ☐ No ☐
10a. If no, what did you disagree with?
11. Did you do anything in response?
Yes ☐ No ☐
20 | Page
11a. If yes, what did you do?
12. Were you told that you have a right to an independent evaluation if you were not satisfied with
the evaluation done by the school?
Yes ☐ No ☐
Results of the Special Education Eligibility Meeting
13. Does your child have a disability?
Yes ☐ No ☐
14. What happens next?
14a. When will this take place?_____________________________________________________________
15. Do you know what your child’s program will look like?
Yes ☐ No ☐
16. Educational Environment (EE) Calculation (Ages 6-21)
a. Total Bell to Bell Minutes __________
b. Total Number of Minutes Outside the General Education Setting __________
c. Total Number of Minutes inside the General Education Setting (line #1 minus line #2)
__________
d. Percentage of time inside the General Education Environment (line #3 divided by line #1)
__________
16a. Will your child be educated in a general education class -
more than 80% of the time? ______
somewhere between 40-79% of the time? ______
39% or less of the time? ______
21 | Page
Comments and notes:
22 | Page
INDIVIDUALIZED EDUCATION PROGRAM (IEP) MEETING
See Chapter 6: Individualized Education Programs, pages 35-55, of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for more information.
1. Did you receive a written notice about the meeting (i.e., Parent/Guardian Notification of
Conference form)?
Yes ☐ No ☐
1a. If yes, what was the date of the notice?_________________________________________________
2. How many days before the meeting did you get the notice?_______________________________
3. Did you get any other reminders or notices?
Phone call ☐ Visit ☐ Reminder note ☐ Email ☐
Other______________________________________________________________________________
4. Did you ask to change the date, time, or place?
Yes ☐ No ☐
4a. If yes, did the school make a change?
Yes ☐ No ☐
5. Did you go to the meeting or participate by telephone or internet conferencing?
Yes ☐ No ☐ How did you attend? ______________________________________________
5a. If no, why not?______________________________________________________________________
6. Did the school ask for your ideas, help, or suggestions in another way?
Yes ☐ No ☐
6a. How did that happen?
7. Who asked for the meeting? You ☐ School ☐
7a. If you, why did you ask for the meeting?
___________________________________________________________________________________
8. When was the meeting held?__________________________________________________________
23 | Page
9. Where was the meeting held?_________________________________________________________
___________________________________________________________________________________
10. How long did it last?_________________________________________________________________
11. Who was at the meeting?
Name
Position
12. Was anyone invited who did not attend? Yes ☐ No ☐
Name
Position
13. How was the absence addressed?
14. Did anyone attend who was not invited or listed on the notice?
Yes ☐ No ☐
Name
Position
24 | Page
15. How was the participation of this person addressed?_____________________________________
____________________________________________________________________________________
16. Did your child attend the meeting?
Yes ☐ No ☐
16a. Why or why not?
16b. Did your child actively participate in the meeting (talk about his or her preferences, offer
suggestions, etc.)?
Yes ☐ No ☐
16c. If yes, what information did your child offer?
17. Did you need more than one meeting to complete the IEP?
Yes ☐ No ☐
17a. When was the follow-up meeting?_____________________________________________________
18. What information, ideas, and opinions did you share at the meeting?
19. Were your information, ideas, and opinions included in the IEP?
Yes ☐ No ☐ Some ☐
19a. What was included?
19b. What was not included?
25 | Page
20. What changes were made to the IEP?
21. Were you and the school staff able to agree on the IEP?
Yes ☐ No ☐ Partially ☐
21a. If yes or partially, what part(s) did you agree on?
21b. If partially or no, what part(s) did you disagree about?
21c. If partially or no, what happened next?
22. Did you get a copy of the IEP before you left the meeting?
Yes ☐ No ☐
22a. Did you receive a copy after the meeting?
Yes ☐ No ☐ When?____________________________________________________________
Comments and notes:
26 | Page
POSTSECONDARY TRANSITION
See Chapter 8: Secondary Transition, pages 64-74, of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for more information.
1. Did your child attend the meeting?
Yes ☐ No ☐
1a. Why or why not?
2. Did your child actively participate in the meeting (talk about his or her preferences, offer
suggestions, etc.)?
Yes ☐ No ☐
2a. If yes, what did your child say?
3. Did the IEP team base the transition goals on your student’s strengths, preferences, and
interests?
Yes ☐ No ☐
4. Was someone from an outside agency who might support your student with his or her
postsecondary career present at the transition meeting?
Yes ☐ No ☐
5. Did the IEP team discuss the transfer of parental rights at least one year before your student
reached the age of 18?
Yes ☐ No ☐
6. Did the school provide you and your child with a copy of the Delegation of Rights form
during the IEP meeting in the year that your child turned 17?
Yes ☐ No ☐
7. Has your child chosen to delegate his or her right to make educational decisions?
Yes ☐ No ☐
27 | Page
8. Did your child complete a Delegation of Rights form?
Yes ☐ No ☐ Date of form________________________________________
9. Does the transition plan include goals for -
Education and/or training? Yes ☐ No ☐
Employment? Yes ☐ No ☐
Adult living (if needed)? Yes ☐ No ☐
10. Did the IEP team discuss what type of diploma your child will work toward?
Yes ☐ No ☐
11. Which diploma is your child working toward?
Standard diploma ☐ Special diploma or certificate of completion ☐
12. If your child is graduating, did he/she receive a Summary of Performance (SOP)?
Yes ☐ No ☐
13. Comments and notes
Page | 28
REEVALUATION
See Chapter 3, Reevaluation, pages 21-24, of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for more information.
1. Did you receive a notice about the reevaluation?
Yes ☐ No ☐
1a. When?_____________________________________________________________________________
2. Was it time for a three-year reevaluation?
Yes ☐ No ☐
2a. If no, what is the reason for the reevaluation?
3. Did the school want to do any tests or other evaluations as part of the reevaluation?
Yes ☐ No ☐
3a. If no, did you agree with the school’s decision not to give new test(s)?
Yes ☐ No ☐
3b. If you didn’t agree, why not?
4. Did you ask the school to do new tests or other evaluations?
Yes ☐ No ☐
5. Did the school agree to do the tests or evaluations?
Yes ☐ No ☐
6. Were you asked to give your written consent for any new tests or evaluations?
Yes ☐ No ☐
7. Did you give written consent to any new tests or other evaluations?
Yes ☐ No ☐
Page | 29
7a. What was the date of your consent?____________________________________________________
8. Were the tests explained to you?
Yes ☐ No ☐
9. List the name of the tests, assessments, or other type of evaluations.
Name and purpose of the test
Test administrator
Date of testing
Location of test
Name and purpose of the test
Test administrator
Date of testing
Location of test
Name and purpose of the test
Test administrator
Date of testing
Location of test
Name and purpose of the test
Test administrator
Date of testing
Location of test
Page | 30
10. Were copies of the evaluation reports provided at least three days before the eligibility
meeting?
Yes ☐ No ☐
11. Did someone explain the reports to you?
Yes ☐ No ☐
11a. Who did?___________________________________________________________________________
11b. Who did not?_______________________________________________________________________
12. Comments and notes about the evaluation reports:
Page | 31
INDEPENDENT EDUCATIONAL EVALUATION (IEE)
See Chapter 3, Independent Educational Evaluation (IEE), page 23, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. Why do you want an independent education evaluation?
2. Did you send a written request to the school asking for an independent educational
evaluation?
Yes ☐ No ☐
2a. Did you keep a copy in your file?
Yes ☐ No ☐
2b. On what date did you get a written response?___________________________________________
3. Did the school agree to pay for an IEE?
Yes ☐ No ☐
4. What was the reason for the school’s decision?
5. Did you keep a copy of the school’s letter/response in your file?
Yes ☐ No ☐
6. If the school refused to pay for an IEE, what happened next?
7. Was the IEE done?
Yes ☐ No ☐
7a. If yes, what was the date?_____________________________________________________________
7b. If yes, who paid?____________________________________________________________________
Page | 32
7c. If no, why not?
8. List the name of the tests, assessments, or other type of evaluations.
Name and purpose of the test
Test administrator
Date of testing
Location of test
Name and purpose of the test
Test administrator
Date of testing
Location of test
Name and purpose of the test
Test administrator
Date of testing
Location of test
Name and purpose of the test
Test administrator
Date of testing
Location of test
9.
Were you given a copy of the IEE report(s)?
Yes ☐ No ☐
10. Who presented the results of the IEE at the IEP meeting?__________________________________
___________________________________________________________________________________
Page | 33
OTHER MEETINGS (AS NEEDED)
1. Did you receive a written notice (i.e., Parent/Guardian Notification of Conference form)
about the meeting?
Yes ☐ No ☐
1a. If yes, what was the date of the notice?_________________________________________________
1b. How many days before the meeting did you receive the notice?____________________________
2. Did you ask to change the date, time, or place?
Yes ☐ No ☐
2a. If yes, did the school make a change?
Yes ☐ No ☐
3. Did you go to the meeting or attend via telephone or internet conferencing?
Yes ☐ No ☐ How did you attend? _______________________________________________
3a. If no, why not?______________________________________________________________________
4. Did the school ask for your ideas, help, or suggestions in another way?
Yes ☐ No ☐
4a. If so, how did that happen?
5. Who asked for the meeting?
You ☐ School ☐
5a. If you, why did you ask?
6. When was the meeting held?__________________________________________________________
7. Where was the meeting held?_________________________________________________________
8. How long did it last?_________________________________________________________________
Page | 34
9. Who was at the meeting?
Name
Position
10. What was the purpose of the meeting?
11. What information, ideas, and opinions did you share at the meeting?
12. What were the results of the meeting?
Decisions:
Reasons for decisions:
Page | 35
13. What happens next?
14. When will it happen?__________________________________________________________
15. Did you receive a written notice (i.e. Parent/Guardian Notification of Conference
Recommendations form) explaining the results of the meeting?
Yes ☐ No ☐
15a. If yes, what was the date of the notice?___________________________________________
Comments and notes:
Page | 36
SCHOOL RECORDS
See Chapter 13, School Records, pages 124-127, of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for more information.
1. Do you know that you can ask to review your child’s school records? The charts below will
help you keep track of any records you ask to review.
Record
Location
Have you reviewed the record?
Date of review
Record
Location
Have you reviewed the record?
Date of review
Record
Location
Have you reviewed the record?
Date of review
Record
Location
Have you reviewed the record?
Date of review
Page | 37
2.
Did you ask someone to explain the records to you?
Yes ☐ No ☐
2a.
If yes, indicate who helped. If yes, indicate who helped.
Name
Title
Date
Record
Reviewed
3.
Did you ask for a copy of the records?
Yes ☐ No ☐
4.
Were you asked to pay for the records?
Yes ☐ No ☐
5. Did anyone tell you that you don’t have to pay for the records if you could not afford them?
Yes ☐ No ☐
6. Did you ask the school to change the records?
Yes ☐ No ☐
7. Were you able to add your changes?
Yes ☐ No ☐
8.
If the school refused to change your child’s records, did you add a written note explaining
why you disagree with the record?
Yes ☐ No ☐
Page | 38
DISPUTE RESOLUTION CHECKLIST
(For each question, add additional sheets if you need to)
See Chapter 11, Conflict Resolution, pages 86-92, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
First Steps
1. Can you describe the problem to your school representatives in a sentence or two?
2. Are there any questions you need to ask (and have answered) that may help to resolve the
issue(s)? List them here:
3. What needs to be done to solve the problem? What does the district need to do
differently? Do you need to do anything differently?
Page | 39
4. Have you talked this over with anyone at the district? List any discussions you have had
below:
When did you have a
conversation/meeting?
With whom did you
converse/talk?
What was discussed?
What was the outcome of this talk?
When did you have a
conversation/meeting?
With whom did you
converse/talk?
What was discussed?
What was the outcome of this talk?
When did you have a
conversation/meeting?
With whom did you
converse/talk?
What was discussed?
What was the outcome of this talk?
When did you have a
conversation/meeting?
With whom did you
converse/talk?
What was discussed?
What was the outcome of this talk?
Page | 40
5. Have your discussions with the district worked out a way to solve the problem(s)?
Yes ☐ No ☐
5a. If yes, list what next steps need to happen and when those next steps have to be completed.
Make sure to list things you need to do.
What has to be done?
When does this have to be done by?
What has to be done?
When does this have to be done by?
What has to be done?
When does this have to be done by?
What has to be done?
When does this have to be done by?
Page | 41
IEP Facilitation
See Chapter 6, Individualized Education Programs, page 50, and
Chapter 11, Conflict Resolution, pages 88 and 91-92, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
When deciding whether to request a facilitated IEP meeting, consider some of the following questions
before initiating your request.
1. Do you think a person who doesn’t work for the district might be able to assist the IEP team
participate in meaningful discussion regarding services the student may need?
Yes ☐ No ☐
2. Do you think a neutral person might be able to help you and the district understand one
another as you discuss and develop a mutually agreeable IEP?
Yes ☐ No ☐
3. Are you willing to listen and communicate effectively as the trained facilitator ensures that all
members of the team have a voice and are heard during the IEP meeting?
Yes ☐ No ☐
4. Do you think the district may also be willing to work with an IEP facilitator for the purpose of
helping the IEP team complete the IEP document?
Yes ☐ No ☐
If the answer to all four questions is yes, you may make a request via the ISBE website at
https://sec.isbe.net/sems/iepfacilitationrequestpublic.aspx or call the IEP Facilitation Coordinator
at 217/782-5589 to arrange for a facilitator to assist with the IEP meeting. Please provide at least 10 to
14 days’ notice prior to the date of the IEP meeting. If the answer to any one question is no, then
proceed to the next section.
If you’re unsure about the answer to any question, treat the question as if you answered “yes” to it.
Page | 42
Mediation
See Chapter 11, Conflict Resolution, pages 93-96, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
When deciding whether to request state-sponsored mediation, consider some of the following
questions before initiating your request.
1. Do you think a person who doesn’t work for the district might be able to help resolve the
problem?
Yes ☐ No ☐
2.
Would you be willing to sign a written agreement to solve the problem if a solution could be
worked out?
Yes ☐ No ☐
3.
Are you willing to listen to the other party and be flexible about the possible outcomes? In
other words, are you prepared to change your position on some things if the end result would
be an acceptable solution to you?
Yes ☐ No ☐
4.
Do you think the district may be willing to work with a person outside the district to help you
both reach a solution to the problem(s)?
Yes ☐ No ☐
If the answer to all four questions is yes, then contact the ISBE Mediation Coordinator Sherry
Colegrove at 217/ 782-5589 or submit via email a completed mediation request form which is located
on the ISBE website at https://www.isbe.net/Documents/34-15-mediation-request.pdf to arrange
for a state-appointed mediator to meet with you and the district. If the answer to any one question is
no, then proceed to the next section. If you’re unsure about the answer to any question, treat the
question as if you answered “yes” to it.
20__ to 20__ School Year
Page | 43
State Complaint or Due Process?
See Chapter 11, Conflict Resolution, pages 96-100, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
If you still haven’t achieved a satisfactory solution to the problem(s), you may need to consider taking
the next step of filing a formal complaint or hearing request. Please refer to pages 99-100 of Educational
Rights and Responsibilities: Understanding Special Education in Illinois for a comparison of the two
processes.
When deciding whether to file a complaint or a request for a due process hearing, consider some of the
following questions before initiating your complaint or hearing request:
1. Has the problem occurred within the last calendar year? (If the problem arose more
than one year ago, you may have only one choice: filing for due process.)
2. Are you prepared to appeal the outcome if it’s not to your satisfaction? (If your answer
is yes, due process may be your best option because it provides for an appeal to a court
of law.)
3. Do you have the time (and if necessary, the money) to make a formal presentation of
your position in the matter? (If no, the complaint process may be the way to go because
it is a less formal way of making your case.)
4. Are you willing to use a legal representative if necessary to argue for your position? (If
no, then you may want to consider a complaint because the complaint process doesn’t
involve arguing your case as you would in a due process hearing.)
5. Are the issues in your case primarily procedural (e.g., “I didn’t receive written notice of the IEP
meeting,” or “My child’s evaluation was not completed on time.”) or are the issues primarily
substantive (e.g., “I don’t agree with the IEP team’s recommended placement,” or “I don’t
believe the district’s evaluation was adequate to identify my child’s needs.”)? If the issues focus
on procedural concerns, then a complaint is likely the best way to proceed. If the issues are
primarily substantive, then a request for a due process hearing is the most effective way to go.
Page | 44
Consider your answers to the questions above. If your answers to the questions suggest that a
complaint is the way to go, proceed to the next section. If the answers suggest that due process is the
preferred course, then proceed to the section on due process, which follows the section on
complaints.
Page | 45
State Complaint
See Chapter 11, Conflict Resolution, pages 97-100, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
Date Filed (the mailing date): _________________________________________________________
Name of ISBE Investigator: ___________________________________________________________
Contact Number of Investigator: ______________________________________________________
Email of Investigator: _______________________________________________________________
Remember to keep copies of all correspondence or note from each contact person.
Contact Person
Type of Contact
Phone call/email/letter
Date of Contact
Contacted by Whom/
Whom Did You Contact
Summary of Contact
Next Steps
Page | 46
Contact Person
Type of Contact
Phone call/email/letter
Date of Contact
Contacted by Whom/
Whom Did You Contact
Summary of Contact
Next Steps
Contact Person
Type of Contact
Phone call/email/letter
Date of Contact
Contacted by Whom/
Whom Did You Contact
Summary of Contact
Next Steps
Page | 47
Contact Person
Type of Contact
Phone call/email/letter
Date of Contact
Contacted by Whom/
Whom Did You Contact
Summary of Contact
Next Steps
Contact Person
Type of Contact
Phone call/email/letter
Date of Contact
Contacted by Whom/
Whom Did You Contact
Summary of Contact
Next Steps
Page | 48
Contact Person
Type of Contact
Phone call/email/letter
Date of Contact
Contacted by Whom/
Whom Did You Contact
Summary of Contact
Next Steps
Page | 49
Due Process Hearing Request – First Steps
See Chapter 11, Conflict Resolution, pages 100-110, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
First it would be helpful to refer to pages 104-107 of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for completing a due process hearing request. You may also
use the ISBE suggested request form at https://www.isbe.net/Documents/dp_parental_19-86a.pdf.
1. Date request sent to the local district:
____________________________________________________________________________________
2. Date local district received your request, if known:
____________________________________________________________________________________
3. Date you received your initial hearing packet from ISBE:
____________________________________________________________________________________
(Remember that you have 5 calendar days from this date to decide if you want to request a
substitute hearing officer.)
4. Name of Hearing Officer: ____________________________________________________________
5. Contact Number for Hearing Officer:
____________________________________________________________________________________
The following dates can be found in your initial hearing packet from ISBE:
6. Preliminary Pre-hearing Conference Date:
____________________________________________________________________________________
7. Preliminary Hearing Date:
____________________________________________________________________________________
Remember that these dates are subject to change by the hearing officer.
Please make note of any changes to these dates – they are EXTREMELY IMPORTANT!
20__ to 20__ School Year
Page | 50
Process Hearing — Pre-hearing Steps
See Chapter 11, Conflict Resolution, pages 110-111, of Educational Rights and Responsibilities:
Understanding Special Education in Illinois for more information.
1. Are you and the district going to conduct a resolution session?
Yes ☐ No ☐
1a. Remember unless you and the district agree in writing to skip the process or conduct a
mediation instead of a resolution session, you MUST participate in the resolution session.
If your answer to #1 was yes, when is the resolution session and where?
____________________________________________________________________________________
1b. If yes, when did you contact the hearing officer?
1c. If no, have you contacted the hearing officer to explain that the resolution session will not
occur?
Yes ☐ No ☐
2. Date and time set for the pre-hearing conference (if different from the preliminary date listed
above): ____________________________________________________________________________
3. Location of the pre-hearing conference:
____________________________________________________________________________________
4. Deadline for submission of witness and document lists:
____________________________________________________________________________________
5. Did you complete the witness list?
Yes ☐ No ☐
5a. When did you submit the witness list?
___________________________________________________________________________________
6. Did you complete the document list?
Yes ☐ No ☐
6a. When did you submit the document list?
____________________________________________________________________________________
Page | 51
Pre-hearing Conference Outcome
See Chapter 11, Conflict Resolution, pages 110-111, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. What is the final scheduled date for the hearing?
____________________________________________________________________________________
2. Where will the hearing take place?
___________________________________________________________________________________
3. Will the hearing be open or closed to the public?
___________________________________________________________________________________
4. What are the issues/questions the hearing officer will address at the hearing?
5. Were any district witnesses excluded from the hearing?
Yes ☐ No ☐
5a. If yes, who was excluded?
6.
Were any of your witnesses excluded from the hearing?
Yes ☐ No ☐
6a. If yes, who was excluded?
7. Were any district documents excluded from the hearing?
Yes ☐ No ☐
If yes, which ones?___________________________________________________________________
Page | 52
8. Were any of your documents excluded from the hearing?
Yes ☐ No ☐
8a. If yes, which ones?
9. Deadline for submission of your final witness list and documents: _________________________
10. Any other rulings by the hearing officer?
Yes ☐ No ☐
10a. If yes, what were they?
11. Did you receive the pre-hearing conference report?
Yes ☐ No ☐
12. When did you receive it?
____________________________________________________________________________________
Page | 53
The Hearing – Are You Ready to Go?
See Chapter 11, Conflict Resolution, pages 112-113, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. Was the final witness list prepared and submitted to the district and the hearing officer?
Yes ☐ No ☐
1a. If yes, when was it submitted? ______________________________________________________
2. Were clean copies of your supporting documents prepared and submitted to the district and
the hearing officer?
Yes ☐ No ☐
2a. If yes, when were they submitted? ___________________________________________________
3. For witnesses who do not work for the district, have you provided them with the date, time,
and place for the hearing and when they should appear?
Yes ☐ No ☐
4. If you need subpoenas for some witnesses, have you obtained signed subpoenas from the
hearing officer?
Yes ☐ No ☐
5. Have you served the subpoenas on those who require them?
Yes ☐ No ☐
5a. If yes, how did you serve them and when?
6. Have you reviewed both your documents and the district’s documents carefully before the
hearing?
Yes ☐ No ☐
7. Have you reviewed both your witness list and the district’s witness list carefully so you’re
aware of who may be testifying at the hearing?
Yes ☐ No ☐
√ If you have answered “yes” to all the questions above, you should be ready to participate in
the hearing.
Page | 54
√ Remember to listen carefully to everything being said at the hearing and to take notes
throughout the hearing.
Page | 55
The Hearing Decision
See Chapter 11, Conflict Resolution, pages 113-115, of Educational Rights and
Responsibilities: Understanding Special Education in Illinois for more information.
1. Date the hearing ended: ___________________________________________________
2. Date you received the decision: _____________________________________________
3. Do you need to clarify anything in the hearing officer’s decision or order?
Yes ☐ No ☐
Remember you must file a written request for clarification of the hearing officer’s decision within 5
calendar days after you receive the decision.
4. Did the result of the hearing favor you or the district?
If necessary, note which issues were decided in your favor and which ones were decided in favor of
the district. If more than one issue was decided by the hearing officer, note which issues were
decided in the district’s favor and which was decided by the hearing officer in your favor.
***Remember that you can seek a review of the hearing officer’s decision with regard to those issues
with which you disagree. Your request for review must be filed in either state or federal court within
120 calendar days of the date of the hearing officer’s decision.
Page | 56
Call List
School: ______________________________________
Phone:_______________________________________
Assorted
School/District
Staff
Name
Phone
Email
General Education
Teacher
Special Education
Teacher
Related Service
Provider (OT, PT,
Speech)
School
Psychologist;
School Social
Worker
School Nurse
Principal
Page | 57
Superintendent
Case Manager
Special Education
Administrator
Board of Education
Member(s)
Page | 58
Telephone/Email Log
Person Contacted
Date
Reason for Telephone Call/Email
Page | 59
Print
Reset Form
Page | 60
Page | 61
Page | 62
A publication of the Illinois State Board of Education
May 2021
100 North Fir
st Street • Springfield, Illinois 62777-0001
www.isbe.net
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Completed 29 August 2021

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