Written Notice Date – Proposed Action – Reason for Proposed Action – Description of Evaluations/Procedures/Tests/Reports – Description of Other Options – Other Relevant Factors – Parent and Team Agree To – Creating & Deleting Written Notices
Click Here to view a chart that contains more detailed information as to WHEN Written Notice needs to be sent to parents.
View Sped Manual entry on Written Notices
Entry for Written Notices
Notice Date: This is the date the Written Notice is written and sent.
Description of Proposed/Refused action: This is a pop up menu of choices including:
Initial Evaluation – Action Refused – Not Eligible for Services – Initial Placement – Reevaluation with Assessments – Reevaluation without Assessments – District Accepts Out-of-District IEP – Exit from Special Education – Implement the Proposed IEP – Amend IEP – Pre-Evaluation – Meet to Determine Eligibility – Other
Initial Evaluation: Written notice must be provided to the parent and written informed consent received from the parent prior to conducting any assessments as part of an initial evaluation. A description of any evaluation procedures the district proposes to conduct must also be provided to the parent (if the notice relates to an action proposed by the district that also requires parental consent, the district may give notice at the same time it requires parent consent.)
Action Refused: a) Refusal to Evaluate b) Propose/refuse to change disability category c) Refuses services requested by parents: Any time the district refuses the request of a parent to initiate or change the identification, evaluation, educational placement, or the provision of FAPE, the district must provide Written Notice. Some examples of when this might occur are parental request for evaluation or reevaluation; parental request for a specific related service or program modification; parental request to change the placement; parental request to change eligibility.
Not Eligible for Services: Written notice must be provided when a district evaluates a child and determines them to be ineligible for special education services.
Initial Placement: Written notice must be provided to the parent and written informed consent received from the parent prior to the initial placement of a student in special education.
Reevaluation with Assessments: Written notice must be provided to a parent prior to conducting any tests/assessments as part of a reevaluation of a student with a disability, unless the district has provided notice and made reasonable attempts to obtain consent and the parent has failed to respond. A description of any evaluation procedures the district proposes to conduct must be provided.
Reevaluation without Assessments: If the IEP team determines that no assessments need to be conducted to complete the reevaluation, the district must notify the parent of this decision. The notification that no further assessments are necessary must include:
- what the determination was and the reasons for it, and
- the right of parents to request an assessment to determine whether the child continues to be a child with a disability
District Accepts Out-of-District IEP: Upon the enrollment of a student with an existing IEP from another district or state, the district must provide Written Notice to inform the parent whether it accepts the IEP and the eligibility determination.
Exit from Special Education: Written notice must be provided when special education services will end (including graduation). SPED CO will send the notification to students and parents of students exiting due to graduation.
Implement the Proposed IEP: Use this category after an IEP meeting in which parents agree to the IEP developed.
Amended IEP: Amendments to the IEPmust have an accompanying Written Notice.
Pre-Evaluation: Written Notice will delineate who will conduct what evaluations.
Meet to Determine Eligibility: Use this category prior to holding a meeting to determine if a student is eligible for special education.
Other: Use “Other” to provide a full explanation for any situation not covered by the categories listed above that involves a change in the IEP
Proposed Action: Description of what the specific action is to be.
Reason for Proposed Action: Statement regarding the reason(s) for the proposed action.
Description of Evaluations, Test, Procedures, Reports, etc.: Description of any data used in proposed action determination.
Description of Other Options/Reasons Rejected: Statement regarding any other options or reasons rejected.
Other Relevant Factors: Any other relevant information.
Parents/Team Agree To: Pop up menu of choices listed below:
* Implement agreed-upon IEP immediately. IEP (and ESER) have been sent to parents.
* Begin evaluation immediately. Upon completion, meet to determine eligiblity.
* Meet to determine Eligibility
* Implement within 10 days. IEP (and ESER) have been sent to parents
* Other…
Entry into Written Notices should be done in order. The first need for a Written Notice should be entered in Written Notice 1, the next in Written Notice 2 and so on through Written Notice 5.
Deleting Written Notices: At the bottom of the page of the five possible Written Notice entries is a button labeled 
. Clicking on this button will delete Written Notice 1 and move all remaining Written Notices up. After deleting Written Notice 1, Written Notice 2 becomes Written Notice 1; Written Notice 3 becomes Written Notice 2, and so on. Written Notices should be deleted when there is not a space for a new Written Notice or the existing Written Notice(s) are no longer valid.
It is important for maintaining accurate master files that you create a “new” Written Notice when one is needed rather than altering an existing one. This also helps to keep the Written Notices in the order that they were issues, and helps to maintain accurate and complete records.
Click Here to view a chart that contains more detailed information as to WHEN the Written Notice needs to be sent to parents.