Procedure – Category 5000 (Students)
AR 5005.4 – Extended School Year (ESY)
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Creating Class Lists
As registration forms are received, a staff member can revamp the original or begin to create and fill in an exc el 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 class list information can also be utilized to begin communication with the transportation department.
• Arranging for Transportation Needs
Typically, the special education office maintains a list of students receiving specialized transportation during the regular school year that can be used as a reference for planning ESY transportation needs. As completed registration forms are received and class lists generated for each site, a list of children in need of bus transportation can be generated. Based upon information collected, the list can indicate if transportation is needed to school, home from school, or both; the pick-up and drop-off addresses; emergency contact information; and any significant health/medical needs. Based upon the individual needs of children, it may also be necessary to arrange for specialized transportation (e.g., wheelchair bus) for children
Adapted from Guidelines for Determining Need for Extended School Year (ESY) Services, Riverside County Special Education Local Plan Area, 2014. Reprinted in this handbook with permission.
AR 5005.4 – Extended School Year (ESY)
Page 22
Desert Mountain Special Education Local Plan Area (DMSELPA) (rev. 09/17)
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