Maintaining education records as part of the child’s case file promotes educational stability and continuity. Having records readily accessible can ensure prompt enrollment into a new school, proper credit transfer and course scheduling, and uninterrupted special accommodations through an IEP or 504 plan. With access to historical and current education records, staff and other Team members are better positioned to make decisions regarding a child’s school placement, need for a special education evaluation, or other interventions and supports. Additionally, education records must be included in the youth’s exit packet provided upon release from care.

Education information is assessed and documented in the FACES Education Information screen, as well as the Child Assessment and Service Plan (CS-1). Staff are required to include in a child‘s case file the following:

• Name and address of current education provider
• Child’s current grade level performance (Report Card)
• Child’s school record, including:
  • Progress reports
  • Standardized education assessments
  • Personal plan of study/education plan
  • Conduct and disciplinary reports
  • Transcripts
  • Certificates and awards
  • School picture and school work for each school year
  • Special education records, including:
    • Special education assessments/evaluations for an IEP or 504 plan, including other performance-based or cognitive and behavioral functioning tests conducted as part of the evaluation
    • IEP or 504 plan
    • Service provider/special accommodation reports (occupational therapy, speech/language, etc.)
    • Post-secondary transition assessments and plan

Related Practice Alerts and Memos:

8-6-19 – PP19 CM-02 – Collaboration with Schools to Support Foster Care Students