Field Specifications
Direct field-by-field navigation map for Frontline IEP screen entry and Process Tracking events.
| Frontline IEP Section | Pathway A: Transfers Requiring Meeting | Pathway B: Transfers Without Meeting |
|---|---|---|
| 1. Intake & Demographics | • Wait 1 day in SIS before accepting Sync transfer. | |
| • Out-of-State: Add manually & make Draft. | ||
| • Print Draft IEP via Letters & Reports. | • Wait 1 day in SIS before accepting Sync transfer. | |
| • Review Master Demographic Information. | ||
| • Print Draft IEP via Letters & Reports. | ||
| 2. Process Tracking & PWN | Within 30 Days of Enrollment: | |
| • Action: Consent for Re-evaluation Requested | ||
| • Complete PWN, Save & Print, send to parent. | ||
| • On receipt: Consent for Re-evaluation Consent Received. | Immediate / Prompt: | |
| • Action: Amendment – Agreement No Meeting Consent Requested – Transfer Student | ||
| • Complete PWN fields, Save & Print. | ||
| • On receipt: Amendment – Agreement No Meeting – Transfer Student. | ||
| 3. Committee Meeting or Agreement Info | • Date: Date IEP reviewed with parent. | |
| • Reason: Transfer IEP. | ||
| • Comments: Summarize parent discussions & interim services until formal meeting. | ||
| • Enter BOE Date, Signatures & Attendance. | • Consent Date: Date consent was received. | |
| • Reason: Transfer Student – Agreement No Meeting. | ||
| • Comments: Summarize services provided. | ||
| • Enter BOE Date, Signatures & Attendance. | ||
| 4. Committee Recommendations | • Decision/Status: Current status. | |
| • Projected Start By: 1st day services provided in receiving district. | ||
| • Update Placement & Recommended School. | ||
| • Update Programs, Related Services, Goals. | • Decision/Status: Classified. | |
| • Projected Start Date: 1st day of services. | ||
| • End Date: Last day of the school year. | ||
| • Update Placement & Recommended School. | ||
| 5. Finalizing the Plan | • Hold CSE meeting after evaluations completed. | |
| • Update Draft with all new test/eval data. | ||
| • Clear Date of Exit & SIRS Exit Reason. | ||
| • Finalize document. | ||
| • Process Tracking: Re-evaluation Review Meeting PWN. | • Clear Date of Exit & SIRS Exit Reason in State Reporting Info. | |
| • Finalize document in Frontline. | ||
| • Ensure signed/final copy delivered to parent. | ||
| • No CSE meeting convened. |
If "Transfer IEP" or "Transfer Student – Agreement No Meeting" does not appear in the Reason dropdown, district administrators must add it under Maintenance > Additional Meeting or Agreement Reasons.
Failing to clear the sending district's Date of Exit will trigger SIRS error "Special Education Snapshot Inconsistency" and disqualify student record from state funding rosters.
Transfer IEP Protocols • New York State CSE Compliance Page 2 of 2
Case Completed By: __________________________ Date Finalized: ____________
Page 1 of 2
Pathway B Practitioner Log
Agreement Without Meeting
Student Name: _______________________
Student ID / NYSSIS: _______________
Enrollment Date: _________________
Sending District: ___________________
Current IEP Date: _________________
Case Manager: ____________________
1 Initial Intake & Eligibility Verification Immediate
Verify Eligibility for No Meeting: In-state transfer • Annual review ≤ 365 days • Programs & services match receiving district.
Accept Transfer: Confirm student enrolled ≥ 1 day in SIS → Accept electronic transfer in Frontline.
Review Master Demographics: Verify contact details and parent/guardian addresses.
Print Draft IEP: Generate Draft IEP from Letters & Reports for file review and parent consultation.
2 Process Tracking: Agreement Without Meeting Prior Written Notice
In Process Tracking: Select "Amendment – Agreement No Meeting Consent Requested – Transfer Student".
Enter Action Date → Click Add → Complete required Prior Written Notice (PWN) fields.
Click Save & Print → Send the Agreement No Meeting notice and consent form to the parent/guardian.
When signed consent is received: In Process Tracking, select "Amendment – Agreement No Meeting – Transfer Student" → Save.
3 Updating Document & Committee Recommendations Plan Values
Committee Meeting Info: Enter Consent Received Date • Reason: "Transfer Student – Agreement No Meeting".
Comments: Summarize services to be provided • Enter BOE Date, Signatures & Attendance → Save & Return.
Committee Recommendations: Set Decision/Status to Classified • Set Projected Start Date.
Set End Date as the last day of the school year • Update Placement Recommendation and Recommended School.
4 SIRS State Reporting Cleanup & Plan Finalization Mandatory Data Check
Navigate to State Reporting Information → Clear / Delete Date of Exit.
Clear / Delete SIRS Exit Reason → Click Save & Return.
Finalize Document: Lock plan & ensure final finalized copy is mailed/provided to parent.
Quality Assurance Sign-Off District Special Education Office
Case Manager Signature: ___________________________
Date: ________________________
CSE Chairperson Signature: ________________________
SIRS Reporting Verified: [ ] Yes
Transfer IEP Protocols • New York State CSE Compliance Page 2 of 2
