Operating Guideline Manual - PDF document

1 Operating Guideline Manual Teen Parent
Operating Guideline Manual Teen Parent Related Services (TPRS) PO Box 3912 * Odessa, Texas 79762 Rose Valderaz, Coordinator Office 432 - 456 - 8552 Fax 432 - 456 - 1008 “Student outcomes don’t change until Adult behaviors change. This starts with me.” Lone Star Dovernance Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 1 | Page Table of Contents Overview …... ………………………………………………………………………………… … . 2 Pregnancy Related Services (PRS) Program ………………………………………… … .. 2 TPRS Mission Statement …………………………………………………………… … . 2 T PRS Vision Statement ... ……………………………………………………………… .. 2 Organizational Chart ……………………… …………………………………………… .. 2 Core Values …………………………………………………………………………………… ... 3 Pregnancy Related Services (PRS) …………………………………………………….. . . 3 Compensatory Education Homebound …………………………………………………. . . 3 ECISD TPRS Support Services ……………………………………………………………….. . 4 Enrollment P rocedures ………………………………………………………………………... . . 5 Eligibility for Services ………………………………………………………………………… . ..5 Withdrawal Procedures ……………………………………………………………………… . …. 5 T hree Types of Homebound Services (CEHI) …………………………………………… . … ... 6 Student Detail Reports … . ………………………………………………………………… . … . .. 7 Absences ……………………………………………………………â€

2 ¦â€¦â€¦â€¦ ……. … . …7 Attendan
¦â€¦â€¦â€¦ ……. … . …7 Attendance Coding During Homebound CEHI ……………………………… . ……… . …7 Regular Ed Student PRS Confinement Services Requirements ………… ……. ……… . …7 Attendance Coding During Homebound CEHI for Special Ed Students … . …………… . …. . 8 SPED Student PRS Confinement Services Requiremen ts …………………………….….8 TPRS Form Legend ………………………………………………………………………8 Campus Flowchart for TPRS Operating Guidelines ……… ... ……………………………….. 9 TPRS Flowchart Operating Guidelines ………………………………………………………. 10 Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 2 | Page Overview Pregnancy Related Services (PRS) We serve all female students referred needing pregnancy related services once identified. Teen parents are served throughout completion of graduation with parent related services. Pregnancy Related Services (PRS) are support services, including Compensatory Education Home Instruction (CEHI), that a student receives during the pregnancy prenatal and postpartum periods to help her adjust academ ically, mentally, physically to stay in school. Students may be referred by contacting Rose Valderaz, Pro gram Coordinator at 432 - 456 - 8552. TPRS Mission Statement Through individualized education, advocacy, and support services, Teen Parent Related Services (TPRS) will support and empower teen parents to be confident, academically successful, and responsible individuals. TPRS Vision Statement “Making a Difference” Teen Parent Related Services (TPRS) will provide an exemplary program which supports, empowers, and prepares teen parents for the 21st century. T he P roven R oad to S uccess ! Organization al Chart Teen Parent Related Services (TPRS) Operatin

3 g Guideline Manual Teen Reach Advocac
g Guideline Manual Teen Reach Advocacy Counselor (TRAC) 3 | Page Core Values  Climate of Accountability  Holistic Education We believe that….  To be fully prepared for the 21 st century and post - secondary education, teen parents need individualized education, intense support services, and other academically enriched opportunities.  With caring support and resources, teen parents can be effective and successful adults who positive ly contribute to their community.  Accountability begins with strong leadership, continuous professional development, and a climate for employee excellence. Pregnancy Related Services ( PRS ) All girls start with identification for PRS services. Pregnancy Related Services (PRS) are support services, including Compensatory Edu cation Home Instruction (CEHI) that a student receives during the pregnancy prenatal and postpartum periods to help her adjust academically, mentally, physically and stay in school. These services are delivered to a student when —  the student is pregnant and attending classes on a district campus,  a valid medical necessity for confinement during the pregnancy prenatal period prevents the student from attending classes on a district ca mpus, or  a valid medical necessity for confinement during the pregnancy postpartum period prevents the student from attending classes on a district campus. A district receives 2.41 PRS weighted funding while Pregnancy Related Services are being provided to the student. Documentation by campus officials, licensed medical practitioners, and certified teachers is required to claim PRS eligible days present for funding ( SAAH Section 9 ). Compensatory Education Homebound CEHI is the mandatory component districts offer in a PRS program. CEHI provides academic services to the student at home or hospital bedside when a valid medical necessity for confinement during the pregnancy prenatal or postpartum periods pre vents the student from attending classes on a district campus. CEHI must consist of face - to - face instruction by a certified teacher of the district. Substitute teachers can be used to provide CE

4 HI; however, the individual selected as
HI; however, the individual selected as the substitute must be a certified teacher. The CEHI teacher must maintain a log to document the actual amount of prenatal and postpartum CEHI each student receives. When students are provided CEHI, your district will receive the 2.41 PRS weighted funding. Students who do not come to school and who do not receive CEHI and/or special education homebound services must be counted absent. ( SAAH Section 9 ) Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 4 | Page ECISD TPRS Support Services Support services are optional components of a PRS program that may be provided to the student during the prenatal period of the pregnancy while the student is attending school. In addition, support services may be provided during the prena tal or postpartum periods of pregnancy while the student is confined at home or hospital bedside and receiving CEHI. The following are the support services provided by the TPRS staff. Counseling Services Academic  Schedule modifications  Assessment Monitoring  Graduation Advisement  Homebound Coordination  Attendance Monitoring Social Emotional  Pregnancy Information  Parenting Information  Child Development Information  Self Esteem Information Career  College Readiness  FAFSA/Scholarship  Interest Inventory Community Outreach  Health Services  Transportation  Instruction in and out of classroom  Childcare  Case management & Service Coordination Other Services  Odyssey Ware, Home access, C omputer check out, internet hot spot check out  Tutoring/Professional Tutors of America / FEV / Sylvan  Homebound Tutoring  Mentors  Funding Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 5 | Page  ARDs --- ASAP upon PRS Identification  E

5 nd of Each Cycle Audit Balancing 
nd of Each Cycle Audit Balancing  We work with our teen parents from initial referral to graduation  Weekly meetings - student reviews  Staff Development  Community Partnerships/As well as ECISD Partnerships Enrollment Procedures Any school - age student may be enrolled in the PRS program if she is eligible for ADA and in the prenatal or postpartum period of pregnancy. The student's eligibility to receive PRS is verified by either of the following:  a campus official or  a medical practitioner 1 licensed 2 to practice in the United States. The date the student begins receiving PRS is considered the date of enrollment in the PRS program. (SAAH) It is important to identify pregnant students as soon as possible so that the intake process can begin and the student can begin receiving the PRS services . Ide ntification at each campus can be made with school nurse, teacher, counselor, principal , paren t, or self - referral . Once student identified , contact Rose Valderaz , TPRS Coordinator at 432 - 456 - 85 52 to begin the process . Eligibility for Services Any school - age student who is in the prenatal or postpartum period of pregnancy is eligible for services under the PRS program. This includes students who are pregnant and/or deliver a live, aborted, or stillborn baby; suffer a miscarriage or death of a ne wborn; or place a baby up for adoption. Withdrawal Procedures A student is no longer eligible for PRS and must be withdrawn from the program on the date one of the following occurs:  the student no longer receives services through the PRS program;  the stud ent returns early from postpartum confinement to attend her regular classes on a school campus;  the student reaches the first day of the seventh week after her pregnancy ended and a licensed medical practitioner has not authorized an extension of postpartu m confinement;  if the student's postpartum confinement was extended, the student reaches the first day of the eleventh week after her pregnancy ended; or  if the student has been allowed to use the break - in - service option, the student reaches the first

6 day of the school week that follows 10
day of the school week that follows 10 weeks of postpartum confinement.  PRS Folder closed for auditing purposes 1 The term "medical practitioner" includes a physician, an advanced nurse practitioner, and a midwife licensed under the Texas Occupations Code, Chapter 203. 2 Throughout Section 9, "licensed" means licensed to p ractice in the United States. You can access the Texas Medical Board's searchable database of licensed physicians at http://reg.tmb.state.tx.us/OnLineVerif/Phys_SearchVerif.asp . Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 6 | Page Three Types of Homebound Services (CEHI) CEHI d uring Prenatal Confinement If your district serves students with CEHI during a prenatal confinement, it will receive the 2.41 PRS weighted funding. Though providing support services to a student who is receiving CEHI during prenatal confinement is optional, these services may be necessary for the academic, mental, or physical health of the student to ensure that she does not drop out of school. Documentation for each event of prenatal confinement must be obtained from a licensed medical practitioner to verify that a medical necessity for confinement has been determined to exist. There is no limit to the length of time or number of times CEHI may be provided to a student during the prenatal period. The length of time and number of times the student is provided CEHI services is dependent on the licensed medical practitioner’s documentation. CEHI d uring Postpartum Co nfinement If your district offers a PRS program and an eligible student has not refused program services, your district must provide the student with postpartum CEHI either until the student chooses to r eturn to school or until the end of the sixth week from the beginning date, whichever comes first. The student is not required to provide a medical note indicating a need for confinement to be eligible for or receive postpartum CEHI through the sixth week from the beginning

7 date. Provision of CEHI during postpartu
date. Provision of CEHI during postpartum confinement may be extended for 4 additional weeks’ subject to the documentation requirement . However, under no circumstances will a student remain eligible for PRS funding after the tenth week o f postpartum confinement ends. CEHI d uring Extended Confinement Eligibility for CEHI during postpartum confinement may be extended for an additional 4 consecutive weeks if there are complications with the student’s or infant’s health. Eligibility for CEHI during extended postpartum confinement starts on the first day of the seven th week after the beginning date and ends on the first day of the eleventh week after the beginning date. CEHI during Break - in - Service Confinement Your district may allow a student to divide up to 10 wee ks of postpartum confinement CEHI into two periods in instances in which the infant remains hospitalized after delivery. This option is known as break - in - service CEHI. It allows the student to receive CEHI during an initial period of postpartum confinement while recovering from delivery (student recovery period), return to school until the baby is released from the hospital, and then receive CEHI during the remainder of the eligible postpartum confinement time while caring for the baby (baby recovery period ). (If the baby is hospitalized again, the student may receive an additional period of CEHI when the baby is released if the student has not already received 10 weeks of postpartum confinement CEHI.) A student who requires break - in - service confinement rema ins eligible to receive CEHI until she has been confined for a total of 10 weeks or the school year ends, whichever comes first. For a baby recovery period, the student is not required to provide a medical note indicating a need for extended postpartum Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 7 | Page con finement to be eligible for or receive break - in - service CEHI beyond the sixth week of postpartum confinement. Student Detail Reports Student Detail Reports must conta

8 in a PRS indicator code for all students
in a PRS indicator code for all students who are being served in the PRS program and who are eligible for state funding. (SAAH) Attendance Balancing - Casework er balances each six weeks with the campus attendance clerk at each campus. Report reviewed with supervisor before submitting to campus principa l. Absences During the prenatal period, a student is absent if she does not come to school or, if the student is receiving CEHI, if CEHI is not provided. During the postpartum period, a student is absent if CEHI is not provided. A student may be recorded absent on the effective date of a program change (date of enrollment in or withdrawal from the PRS program). However, as with all other students, PRS students cannot earn eligible days present on days they are absent. Attendance Coding During Homebound (CEHI Confineme nt) Regular Ed student Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 8 | Page Attendance Coding During Homebound CEHI for Special Ed Students SPED Student PRS Confinement Services Requirements Eligible days present are determined each week, and a week is from Sunday through Saturday. Service hours may not be accumulated and carried forward from one week to the next, nor can service hours be applied to a previous week. A student who is provided SPED and PRS during confinement retains the same ADA e ligibility code she had before receiving the services, regardless of how many hours the student will be provided the services. If a student is not provided special education homebound services during a week, the student must be counted absent for the entire week even if she was provided PRS during the week. If a student is provided special education homebound services during a week but not PRS, the student may be counted present according to the requirements of the chart in Error! Reference source not found , b ut the student is not eligible to generate PRS weighted funding for the week. TPRS Form Legend 1 TPRS Final Check List Form 10 Proof of Pr

9 egnancy 15 Attendance Verificati
egnancy 15 Attendance Verification of PRS/CEHI 20 Prenatal/Extended CEHI Request form 30A New Arrival (POP on file) 30B New Arrival (No POP on file) 35 TPRS Conference CEHI Update Before / Back to School Release 40 Back to School Release 50A CEHI Reg ular Ed Visitation Log 50B CEHI S P E D Visitation Log 60 Assessment / Tutoring Release Form 75 TPRS Student Returning from Homebound 80 Student Information 90 Student Visitation Calendar & Teacher Log Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 9 | Page Campus Flowchart for TPRS Operating Guidelines 1A. Specialist  Obtains student Proof of Pregnancy Form (#10), Coordinator faxes to the student’s doctor  Logs contact with student on Share Point Prints WST1218 Student Profile to review special program information  2A. Specialist  Reviews Proof of Pregnancy Form (#10) for completeness,  Enters receipt of form on Share Point & Completes Form #1  Notifies: CaseWorker/Nurse/Counselor  Begin monitoring student attendance and academics SCENARIO 3 Student notifies TPRS Specialist or TRAC Counselor of need for Prenatal CEHI due to complications 3A. Specialist  Notifies Coordinator to fax form #2 0 to the doctor.  Prenatal/Extend/Post - partum form SCENARIO 1 Referred student contacts TPRS Specialist or TRAC Counselor sees pregnant girl , initiate intake SCENARIO 2 Form #10 completed & signed by licensed physician 2C. Case Worker  Begins yellow folder  Enters PRS entry date in iTCCS screen WST1230 from copy of form #10 received  Begins monitoring student attendance weekly 2D. Coordinator  Adds student to the Estimated Delivery Date ( EDD ) Calendar  Begins monitoring student atten

10 dance and academics  Begins organ
dance and academics  Begins organizing weekly student review of CEHI with TPRS Team  Add Father name to EDD calendar 2B. TRAC (Counselor)  Verifies Special Ed Status; if student is served by SE, notifies Special Ed Dept. so that ARD is scheduled - mandatory,  Obtain ARD doc & communicate to staff and distribute to team  Begins monitoring stu dent attendance/academics/grade book  Verify ESL Language Level /CTE/504 etc. 2E. Specialist  PRE CEHI orientation 4 Weeks before EDD date to parent/student Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 10 | Page SCENARIO 4 Prenatal The Coordinator scans returns Form #20A completed & signed by licensed physician (must have a valid ICD 10 code) 4A. TPRS Specialist  Reviews Form (#20) for completeness,  Enters receipt of form on Share Point,  Notifies TPRS Homebound Teachers so that CEHI services can be coordinated,  Notifies Case Worker,  Notify teachers to send work  Transition meeting final week of CEHI 4 D . TPRS Homebound Teachers (& SE Homebound Teacher if applicable)  Coordinates plan for home visits with student,  Sends Back to School Release fo rm #40 to Dr. to Rose Valderaz  Make special pop accommodations and modifications  Completes CEHI Teacher Visitation Log Form (#50) weekly,  Scan s logs to TPRS Team ea ch Monday  Verifies grades in txGradebook  Re view grades and missing work  Obtain/give student form #75 when ready to return to school  Gives a Weekly list to team NOTE: SE students will have 2 logs in folder SE #50B and PRS #50A 4B. TPRS Coordinator  If student is served by SE, notifies Special Ed Dept. so that SPED Homeboun d Services can be coordinated, Note: PRS needs ARD to serve

11 SE student  Deliberation page in
SE student  Deliberation page in yellow folder 4 E . Case Worker  Notifies Attendance Clerk and turns in logs  E nters CEHI date in iTCCS and verifies the information is all correct on the Teacher Visitation Log.  Reconcile s weekly with Attendance Clerk at the end of  each cycle using form #15 4 F . Attendance Clerk  Enters appropriate attendance code in iTCCS as reflected on log  Reconciles with Case worker - Make corrections as needed. SCENARIO 5 Prenatal CEHI Return HB Teachers scan s and Student returns to school with form#75 Completed by the homebound teacher (Campus must already have received the Back to School Release Form (#40) from the student’s Dr., BEFORE the student returns to school) 5C . Case Worker  Verifies student has back to school release  Check in student using form #75  W ithdraws student from CEHI services in iTCCS  Notifies Attendance Clerk 5B. TRAC (Counselor) / Home Bound Teachers  Continue to monitor the students attendance and grades. 5A. TPRS Specialist  Reviews Form (#40) for completeness,  Enters receipt of form on Share Point,  Notifies Case Worker,  TPRS Homebound Teacher and SE Homebound Teacher (if applicable) already informed of the return to school date  Reviews all forms for completeness,  Continue to monitor the students attendance and grades. 5D. Attendance Clerk  Ensures that homebound attendance code is no longer used 4 C . TPRS Counselor  Document ARD date/requested on SP, Date ARD held  2 nd week postpartum visit final week of CEHI  Refer to 2B Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 11 | Page SCEN ARIO 6 The baby is born The student notifies staff baby has been born. The first contact completes the New Arrival form #30A or #30B P

12 ostpartum CEHI (weeks 1 - 6) begins
ostpartum CEHI (weeks 1 - 6) begins 6A. TPRS Specialist  Reviews/Completes the New Arrival Form (#30A ) or (#30B),  Enters date of birth of baby on Share Point,  Notifies TPRS Homebound Teacher  Notifies Case Worker, Attendance Clerk & Children’s Center& Respective Campus Staff . NOTE: The collecti on of documentation for postpartum CEHI is optional (see section 9.10.4 of SAAH); ECISD has elected to not collect this documentation. 6C. TPRS Homebound Teacher (& SE Homebound Teacher if applicable)  Coordinates plan for home visits with student,  Completes CEHI Teacher Visitation Log Form (#50A Reg or #50B SE) weekly,  Scan s logs to TPRS Team ea ch Monday  Make special pop accommodations and modifications  Review grades and missing work  Verifies grades in txGradebook  Obtain/give student form #75 when ready to return to school  Gives a weekly list to team  Verifies transportation /Childcare/ breastfeeding NOTE: SE students will have 2 logs in folder SCENARIO 7 Student returns to school with form#75 completed by the Homebound teacher Note: Form #40 Back to School Release must be on file. Begin at SCENARIO 5 above Repeat S CENARIOS 4 & 5 if Dr. prescribes Extended Postpartum CEHI (weeks 7 - 10) (EXTENDED POSTPARTUM CEHI DOES NOT APPLY TO EVERY STUDENT) 6B. TRAC (Counselor)  Reviews/Compl etes the New Arrival Form (#30A ) or (#30B),  If student is served by SE, notifies Coordinator Rose Valderaz  Ensure A RD documentation copy is in folder and give a copy to homebound teacher.  Continue to monitor the students attendance and grades.  Home visit after two week CEHI. 6D. Ca se Worker  Enters CEHI date in iTCCS and ensures completeness of the Teacher Visitati on logs. Verifies the dates, signatures, and CEHI status reflected on the Log.  Delivers a copy of the log to the Attendance Clerk weekly  F ollow up until changes made 6E. Attendance Clerk  Enters appropriate attendance code in iTCCS as reflected on Visitation Log  Reco

13 nciles at the end of each cycle using
nciles at the end of each cycle using form #15 with Caseworker Teen Parent Related Services (TPRS) Operating Guideline Manual Teen Reach Advocacy Counselor (TRAC) 12 | Page * TPRS Specialist/TRAC ( Counselor ) /Caseworker - audit individual folders before closing *For TPRS programmatic concerns contact Ms. Valderaz at 456 - 8552 *For campus based concerns at PHS contact Mr. Lujan *F or campus based concerns at OHS contact M s. G erig SCENARIO 8 When student returns to school after the final CEHI Period Postpartum/Extended Postpartum, and EOC/ STAAR testing Note: a student returning to take the EOC /STAAR testing must return to CEHI period and follow procedures once testing is complete. 8A. TPRS Specialist  Reviews all forms for completeness,  Completes all fields in Share Point (e. Withdrawal codes)  Notifies Case Worker  Fi nalizes the last documentation the close out of the student yellow folder  Address the students make up time for attendance with student  8C . Case Worker  W ithdraws student from PRS services in iTCCS as reflected on the last visit indicated on f orm 50A or 50B,  Prints out the PRS Screen WST1230 and student attendance.  Reviews all TPRS documents with the TRAC Counselor against checklist form #1.  Ciles the twS “yellow” folder in the back of the student’s cumulative folder, after review by IS/Coordinator  Highlight closed folder in yellow on PRS Active Share point  Campus PRS audit checks (Bi - annually). 8B. TRAC (Counselor)  Reviews Grades and check for blanks by running Discoverer Viewer Queries  Follow up with tea cher of record for missing grades.  Pursue grades until updated in iTCCS. 8D. Attendance Clerk  Ensures that homebound attendance code is no longer used  Reconcile s with Attendance Clerk at the end of each cycle using form #15  Make corrections as needed  Caseworker follow up for completio