I. Notification: The Hospital/Homebound (H/H) teacher is notified by the Hospital/Homebound Program by phone/fax/email or in person and given the following student information:
A. Student Info: Name, grade, home school, placement (Regular or Exceptional Student), and reason for requiring homebound service. If the student is an Exceptional Student, their exceptionality will be indicated.
B. Parent/Guardian info: Name, phone (work and/or home, cell), and address.
C. Homebound Duration: Beginning date and ending date.
II. Pick up at the homebound office (Choctaw Administrative Center, rm #29):
A. Pick up: two copies of the approved Hospital/Homebound Application (one for your file folder and the other to be given to the parent at the initial session).
B. If the student is an Exceptional Student, a “current IEP” will be provided by the SENDING school when the application is sent to the homebound office. An IEP should be opened before Homebound services can begin. The homebound teacher should be invited to the IEP meeting. The Homebound department will provide the name and email of the homebound teacher assigned.
1. If it is decided by the IEP committee that this H/H student will require a new Evaluation to place him/her homebound on the IEP, Pupil Appraisal Services will be notified to begin that process. You will use the most current IEP and Evaluation information provided by the sending school (obtain from Exceptional Student teacher at school) until the new IEP and Evaluation are completed by Pupil Appraisal and the sending school. The homebound site facilitator and/or supervisor will notify that sending school’s site facilitator and/or compliance facilitator of this to insure a smooth and timely process.
2. If the student already has a Hospital/Homebound placement on the IEP, then it is the homebound teacher’s responsibility to:
a. maintain the student’s Yellow Folders (both History and Current) at
the student’s home school.
b. The H/H teacher is responsible for writing the IEP no later than 30
days before the anniversary end date of the IEP.
c. The H/H teacher is responsible for planning and conducting the IEP
meeting and all its facets using IEPlus and SER programs.
C. If the student is an Exceptional Student and expelled from an Alternative School, an Evaluation process is started at the Manifestation Determination Meeting culminating in a Review IEP that contains a change of placement to Homebound until the end of the current school year. The Homebound application Form 3 will accompany the Exceptional Student documents after the process is completed.
1. The Alternative school teacher will update that IEP to reflect H/H time after the NEW Evaluation is completed by PAS to indicate new placement in H/H.
2. You will work closely with the lead teacher to assist him by contacting/notifying the participants to schedule a proposed time for the IEP meeting; obtain a print out of the Prior Notice and pony or mail it the those participants. (No Hand Written Prior Notices, Please. Only computer generated Prior Notices)
3. You will be provided the IEP or instructed on how to print it out from the Web IEP program in order to schedule and hold the IEP meeting with invited participants. The H/H teacher will then return the IEP to the lead teacher for further processing, copying and dissemination to participants and Special Ed. Records Room.
D. Pick up a blank RETURN TO SCHOOL AFTER MEDICAL ABSENCE form. Teachers will remind the parents to fill this out in a timely manner for the student’s return to school.
E. Pick up: the Exit Letter that will notify the parent in advance that his/her child will be exiting homebound at the designated end date. Give the exit letter to the parent about one or two weeks prior to the H/H end date. Important Note: You must obtain permission from your supervisor, James Newman, to continue homebound services after the “homebound end date” without a medical or administrative extension. A medical extension in the form of a letter from the attending physician on his letterhead stationary stating the need for extension, why and how long, is required. The school’s administrative extension would be done through an administrative decision. Emphasize that H/H services end on Hospital/Homebound Application “end date” without exception. Communicate this to the parent/guardian at first contact.
III. Contact Log: Each student must have a CONTACT LOG as a part of his or her records on file.
A. Phone and personal contacts will be written in this log. Log will be shared with the H/H supervisor monthly or as deemed necessary.
B. The log will indicate absences with the reason and/or excuse. A separate Student Attendance Roll Book will be used to record attendance as follows: E=initial visit; first unexcused absence = 1; second unexcused absence = 2 at which time you would report this to your supervisor as well as report any students you cannot find; if the absence is excused, circled it; place an X over the absence number if absence is officially unexcused; mark D on end date for HH.
If the student is not at home for scheduled H/H sessions, log this occurrence and leave a note indicating you were there. In the note remind the student and parent of the absentee rule: one missed H/H session equals 2½ regular school days. If this happens again, the student will have been absent a total of 5 days and East Baton Rouge Parish School System’s Child Welfare and Attendance will be notified. Report these unexcused absences to Mr. Newman (see item VI in this directive) and the attendance clerk at the home school. The school will follow through with contacting CW&A.
IV. Initial Parent Contact: Contact the parent(s)/guardian(s) as soon as possible. Cover the following items on the initial phone or other contact. (If phone is not working, go by the home for initial contact. If no one is home, leave a message indicating the need for communication, the purpose of your visit and your phone number.) If these methods fail, notifying Mr. Newman of your continued attempts and discuss sending a registered letter to the home. Be sure you have the correct address/phone number by checking eSchoolPlus or with the guidance counselors at school and/or attendance clerk. They may possess new information about this student.
A. Identify yourself: (Mr. ___ or Mrs. ____) Always speak with the parent or guardian when communicating concerns about student. You must establish a dialogue with the parent from the beginning to the end of homebound service so that the responsible individual for that student is always involved with his or her child’s instruction. (Important note: If you communicate with the parent through the student, he or she may translate information you discuss with them to the parent differently or slanted toward their needs. Be aware that “blood is thicker than water.” Parents will likely believe what their child says you said and may receive incorrect information as a result.) Log your contacts at all times.
B. Discuss student’s condition (health, psychological (if offered), behavior, etc. If special education or otherwise, ask about medications, direct or related services received privately or from EBRPSS. This will be needed to write correct General Student Information in the IEP (or IAP for regular ed. students). Ask about prescription glasses and other augmentative devices (hearing aids, computer switches, etc.).
C. Discuss date/time for initial H/H session. Be sure the parent understands that a mature, responsible adult must be present in the home during the entire homebound instruction session.
D. Inform the parent and student that you will be requesting assignments from each classroom teacher on their schedule and checking the CUM folder, school, and/or eSchoolPlus concerning past academic performance, behavior and test scores. However, ask about their impressions of their academic progress. Ask what they feel are their child’s academic strengths and weaknesses. Inform the parent/guardian that you will obtain a copy of the up-to-date scores at school Cum Folder.
E. Ask if they have everything they need from the school to facilitate their child’s educational experience while on homebound. Supplies are parent’s responsibility.
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