Meeting of the Board of Regents | February 2009

THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12234

TO:	VESID Committee
FROM:	Rebecca H. Cort
SUBJECT:	Proposed Amendment to the Regulations of the Commissioner of Education Relating to the Use of the State’s Forms for Individualized Education Programs, Meeting Notices and Prior Written Notices (Notices of Recommendation)
DATE:	February 27, 2009
STRATEGIC GOAL:	Goals 1 and 2
AUTHORIZATION(S):

Summary

Issue for Decision

Should the Regents approve, for permanent adoption, the proposed amendment of sections 200.4 and 200.5 of the Regulations of the Commissioner of Education relating to the use of the State’s forms for individualized education programs (IEPs), meeting notices and prior written notices (notices of recommendation)?  Should the Regents approve a third emergency adoption of the rule?

Reason for Consideration

Review of policy.

Proposed Handling

The proposed amendment will be submitted to the VESID Committee for adoption as a permanent rule at the March 2009 Regents meeting. 

A third emergency adoption is also necessary at the meeting to ensure that the January 2009 emergency rule, which extended the initial effective date of the regulation to the 2011-12 school year, remains continuously in effect until the effective date of its adoption as a permanent rule. A statement of facts and circumstances which necessitate emergency action is attached.

Procedural History

The proposed amendment was discussed by the VESID Committee at the July Regents meeting. A Notice of Proposed Rule Making was published in the State Register on July 30, 2008.  The proposed amendment was revised in response to public comment and adopted as an emergency measure at the October 2008 Regents meeting, effective October 28, 2008.  A Notice of Revised Rule Making was published in the State Register on October 22, 2008.  The proposed amendment was further revised and adopted as a second emergency adoption at the January 2009 Regents meeting, effective January 26, 2009.  A Notice of Revised Rule Making was published in the State Register January 21, 2009.  The public comment period for these regulations closed on February 20, 2009.  

Background Information

The proposed amendment is necessary to ensure consistency in procedural safeguards by extending the date by which school districts would be required to use the forms prescribed by the Commissioner for IEPs, Committee on Special Education (CSE) and Committee on Preschool Special Education (CPSE) meeting notices and for prior written notices. 

The regulations that require, commencing on January 1, 2009, the use of the State’s forms for IEPs, CSE and CPSE meeting notices, and prior written notices were adopted in September 2007.  Since that date, the Department sought extensive comment from the field on the development of the forms from stakeholders across the State.  In response to the comments, the regulations were amended by emergency action, effective October 28, 2008, to extend the initial effective date for required use of the forms from January 1, 2009 to September 1, 2009.  The regulations were subsequently revised in response to public comment and adopted as a second emergency action, effective January 26, 2009, to further extend the effective date for required use of the State forms to the 2011-12 school year. 

Under the State Administrative Procedure Act, the earliest the adopted rule can become effective is after its publication in the State Register on April 8, 2009.  However, the second emergency rule which took effect on January 26, 2009 will expire on March 26, 2009.  If the emergency rule were to expire, the effective date for required use of the State forms would revert to January 1, 2009, and cause disruption to the administration of IEPs, meeting notices and prior written notices.  

Therefore, emergency action is necessary now for the preservation of the general welfare in order to ensure that the emergency rule, which extended the initial effective date for required use of State forms for IEPs, meeting notices and prior written notices to the 2011-12 school year, remains continuously in effect until the effective date of the rule's permanent adoption, and thereby avoid any risk of potential disruptions to a district’s policies, procedures and practices that might result if the effective date of this requirement were to revert to January 1, 2009.

Attached is the full text of the proposed terms of the rule.  No public comment was received on the revised proposed rule.  Supporting materials for the proposed amendment are available upon request from the Secretary to the Board of Regents. 

Recommendations

It is recommended that the Board of Regents take the following action:

VOTED: That paragraph (2) of subdivision (d) of section 200.4, paragraph (1) of subdivision (a) of section 200.5, and paragraph (1) of subdivision (c) of section 200.5 of the Regulations of the Commissioner of Education be amended as submitted, effective April 9, 2009; and it is further

VOTED: That paragraph (2) of subdivision (d) of section 200.4, paragraph (1) of subdivision (a) of section 200.5, and paragraph (1) of subdivision (c) of section 200.5 of the Regulations of the Commissioner of Education be amended as submitted, effective March 27, 2009, as an emergency action upon a finding by the Board of Regents that such action is necessary for the preservation of the general welfare in order to ensure that the emergency rule, which extended the initial effective date for required use of State forms for IEPs, meeting notices and prior written notices (notices of recommendation) to the 2011-12 school year, remains continuously in effect until the effective date of the rule's permanent adoption, and thereby avoid any risk of potential disruptions to a district’s policies, procedures and practices that might result if the effective date of this requirement were to revert to January 1, 2009.

Timetable for Implementation

The third emergency adoption will become effective March 27, 2009 and the permanent adoption will become effective April 9, 2009. 

Attachment

PROPOSED AMENDMENT OF SECTIONS 200.4 and 200.5 OF THE REGULATIONS OF THE COMMISSIONER OF EDUCATION PURSUANT TO SECTIONS 207, 4402, 4403 AND 4410 OF THE EDUCATION LAW, RELATING TO THE PROVISION OF SPECIAL EDUCATION PROGRAMS AND SERVICES TO STUDENTS WITH DISABILITIES

STATEMENT OF FACTS AND CIRCUMSTANCES WHICH NECESSITATE EMERGENCY ACTION

The proposed amendment is necessary to ensure consistency in procedural safeguards by extending the date by which school districts would be required to use the forms prescribed by the Commissioner for individualized education programs (IEPs), Committee on Special Education (CSE) and Committee on Preschool Special Education (CPSE) meeting notices and for prior written notices (notice of recommendation). 

The regulations that require, commencing on January 1, 2009, the use of the State’s forms for IEPs, CSE and CPSE meeting notices, and prior written notice (notice of recommendation) were adopted in September 2007.  Since that date, the Department sought extensive comment from the field on the development of the forms from stakeholders across the State.  In response to the comments, the regulations were amended by emergency action, effective October 28, 2008, to extend the initial effective date for required use of the forms from January 1, 2009 to September 1, 2009.  The regulations were subsequently revised in response to public comment and adopted as a second emergency action, effective January 26, 2009, to further extend the effective date for required use of the State forms to the 2011-12 school year. 

Extending the date for the required use of these forms will allow additional time for VESID to work with stakeholders to field check proposed forms and to provide professional development on the new forms.  Furthermore, the additional extension should provide the needed time for cost-effective conversion to the State’s required forms and for the State to make professional development available through no-cost means such as informational materials, web-conferencing and professional development through its technical assistance networks.  In addition, extending the effective date for the required use of the State forms will avoid any risk of potential disruptions to a district’s policies, procedures and practices that might result if this requirement were to be made effective in the middle of the 2008-09 school year.

A Notice of Proposed Rule Making was published in the State Register on July 30, 2008.  The proposed rule was substantially revised in response to public comment and Notices of Revised Rule Making were published in the State Register on October 22, 2008, and on January 21, 2009.  The proposed amendment was adopted as a permanent rule at the March 16-17, 2009 Regents meeting.  Pursuant to the State Administrative Procedure Act, the earliest the adopted rule can become effective is after its publication in the State Register on April 8, 2009.  However, the second emergency rule which took effect on January 26, 2009 will expire on March 26, 2009.  If the emergency rule were to expire, the effective date for required use of the State forms would revert to January 1, 2009, and cause disruption to the administration of IEPs, meeting notices and prior written notices (notices of recommendation).   

Therefore, emergency action is necessary now for the preservation of the general welfare in order to ensure that the emergency rule, which extended the initial effective date for required use of State forms for IEPs, meeting notices and prior written notices (notices of recommendation) to the 2011-12 school year, remains continuously in effect until the effective date of the rule's permanent adoption, and thereby avoid any risk of potential disruptions to a district’s policies, procedures and practices that might result if the effective date of this requirement were to revert to January 1, 2009.

AMENDMENT OF THE REGULATIONS OF THE COMMISSIONER OF EDUCATION

Pursuant to Education Law sections 207, 4402, 4403 and 4410 

1.   Paragraph (2) of subdivision (d) of section 200.4 of the Regulations of the Commissioner of Education is amended, effective March 27, 2009, as follows:

(2) Individualized education program (IEP). If the student has been determined to be eligible for special education services, the committee shall develop an IEP.  IEPs developed [on or after January 1, 2009,] for the 2011-12 school year, andthereafter, shall be on a form prescribed by the commissioner.  In developing the recommendations for the IEP, the committee must consider the results of the initial or most recent evaluation; the student’s strengths; the concerns of the parents for enhancing the education of their child; the academic, developmental and functional needs of the student, including, as appropriate, the results of the student's performance on any general State or districtwide assessment programs; and any special considerations in paragraph (3) of this subdivision. The IEP recommendation shall include the following:

(i)  .   .   .

(ii)  .   .   .

(iii)  .   .   .       

(iv)  .   .   .

(v)  .   .   .

(vi)  .   .   .

(vii)  .   .   .

(viii)  .   .   .

(ix)  .   .   .

(x)  .   .   .

(xi)  .   .   .

(xii)  .   .   .

2.  Paragraph (1) of subdivision (a) of Section 200.5 of the Regulations of the Commissioner of Education is amended, effective March 27, 2009, as follows:

(1)  Prior written notice (notice of recommendation) that meets the requirements of section 200.1(oo) of this Part must be given to the parents of a student with a disability a reasonable time before the school district proposes to or refuses to initiate or change the identification, evaluation, educational placement of the student or the provision of a free appropriate public education to the student.  [Effective January 1, 2009, the prior] Prior written [notice] notices issued during the 2011-12 school year, and thereafter, shall be on [the] a form prescribed by the commissioner.

3.  Paragraph (1) of subdivision (c) of Section 200.5 of the Regulations of the Commissioner of Education is amended, effective March 27, 2009, as follows:

(1)  Whenever the committee on special education proposes to conduct a meeting related to the development or review of a student’s IEP, or the provision of a free appropriate public education to the student, the parent must receive notification in writing at least five days prior to the meeting.  The meeting notice may be provided to the parent less than five days prior to the meeting to meet the timelines in accordance with Part 201 of this Title and in situations in which the parent and the school district agree to a meeting that will occur within five days.  The parent may elect to receive the notice of meetings by an electronic mail (e-mail) communication if the school district makes such option available.  [Effective January 1, 2009, meeting notice] Meeting notices issued during the 2011-12 school year, and thereafter, shall be on a form prescribed by the commissioner.

AMENDMENT OF THE REGULATIONS OF THE COMMISSIONER OF EDUCATION

Pursuant to Education Law sections 207, 4402, 4403 and 4410 

1.   Paragraph (2) of subdivision (d) of section 200.4 of the Regulations of the Commissioner of Education is amended, effective April 9, 2009, as follows:

(2) Individualized education program (IEP). If the student has been determined to be eligible for special education services, the committee shall develop an IEP.  IEPs developed [on or after January 1, 2009,] for the 2011-12 school year, andthereafter, shall be on a form prescribed by the commissioner.  In developing the recommendations for the IEP, the committee must consider the results of the initial or most recent evaluation; the student’s strengths; the concerns of the parents for enhancing the education of their child; the academic, developmental and functional needs of the student, including, as appropriate, the results of the student's performance on any general State or districtwide assessment programs; and any special considerations in paragraph (3) of this subdivision. The IEP recommendation shall include the following:

(i)  .   .   .

(ii)  .   .   .

(iii)  .   .   .       

(iv)  .   .   .

(v)  .   .   .

(vi)  .   .   .

(vii)  .   .   .

(viii)  .   .   .

(ix)  .   .   .

(x)  .   .   .

(xi)  .   .   .

(xii)  .   .   .

2.  Paragraph (1) of subdivision (a) of Section 200.5 of the Regulations of the Commissioner of Education is amended, effective April 9, 2009, as follows:

(1)  Prior written notice (notice of recommendation) that meets the requirements of section 200.1(oo) of this Part must be given to the parents of a student with a disability a reasonable time before the school district proposes to or refuses to initiate or change the identification, evaluation, educational placement of the student or the provision of a free appropriate public education to the student.  [Effective January 1, 2009, the prior] Prior written [notice] notices issued during the 2011-12 school year, and thereafter, shall be on [the] a form prescribed by the commissioner.

3.  Paragraph (1) of subdivision (c) of Section 200.5 of the Regulations of the Commissioner of Education is amended, effective April 9, 2009, as follows:

(1)  Whenever the committee on special education proposes to conduct a meeting related to the development or review of a student’s IEP, or the provision of a free appropriate public education to the student, the parent must receive notification in writing at least five days prior to the meeting.  The meeting notice may be provided to the parent less than five days prior to the meeting to meet the timelines in accordance with Part 201 of this Title and in situations in which the parent and the school district agree to a meeting that will occur within five days.  The parent may elect to receive the notice of meetings by an electronic mail (e-mail) communication if the school district makes such option available.  [Effective January 1, 2009, meeting notice] Meeting notices issued during the 2011-12 school year, and thereafter, shall be on a form prescribed by the commissioner.