Appendix E: Planning for ESY
In planning the ESY program, the Special Education Administrator can determine if the standard letters to parents and registration forms utilized for general education summer programs will meet the needs of ESY enrollment. While it is important to follow the same timelines to the extent possible, it may be that ESY forms will look different than those utilized in general education. Because of variation in dates, times, and/or locations across grade levels, it may be necessary to establish different parent information letters and registration forms for the various groupings. To facilitate ease in sorting through the paperwork that is submitted, it is also advisable to establish a color paper code system (e.g., elementary = yellow, middle school = green, high school = purple, SH = pink). It is also important to have the parent information letters and registration forms available in English, Spanish, and any other high frequency language. While a designated administrator takes the lead, other personnel in the special education office (e.g., coordinator, program specialist, secretary, and clerks) need to be familiar with the registration processes. Once the ESY registration forms have been created, it is important to establish a method for distribution and collection. Typically, the Special Education Department utilizes the site principals and/or Case Carriers to distribute this information to parents. • Creating Class Lists As registration forms are received, a staff member can revamp the original or begin to create and fill in an excel spreadsheet indicating each child’s last name, first name, birth date, grade, disability, ESY services, location, Case Carrier, and transportation status. Additional information obtained from the registration forms themselves (e.g., specific transportation needs, emergency information, health/medical problems, medications) can be added. The Special Education Administrator can begin to sort this data into ESY class lists by program and sites and begin to put in names of staff members assigned. An effective strategy is to create one excel spreadsheet with tabs at the bottom for each site. In this way, the entire worksheet can be disseminated to people who need to see the entire program and/or sorted out by site only for distribution to selected personnel. Putting page breaks between teacher assignments also enables one to provide a class list for a single staff member. It is also important to insert in the header or footer the date the report was generated to track changes. Following the recommended timelines with follow up communication with site personnel on requests for completed registration forms can help finalize the class lists and staffing plan. Although registration forms are distributed well in advance of the start of ESY, there may be new students enrolling and/or change in services for children after the original deadline. Given the legal requirement to offer FAPE, it is important to continue the registration process as long as possible. The
BP 6003 – Extended School Year (ESY)
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Desert Mountain Charter Special Education Local Plan Area (DMCS) (rev. 05/19)
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