• When a parent is interested in screening, they will fill out the screening request form found on the District 100 website.

  • If there are any questions via phone call or inquiry to CO, forward to EC OP.  

  • If the parent has concerns or they have a doctor's note, the student must be scheduled for a screening asap. There is a place for a parent to indicate this on the request form. 

  • OP checks the “Screening request response spreadsheet” to confirm that the parent has completed the form.

  • OP copies info from the form spreadsheet  to the current school year screening waitlist.

  • Birthdate is checked and color coded. (pink=ready to be screened, yellow=not yet 3)

• EI screening spots are scheduled in collaboration with the program psychologist. The full EI Transition SOP can be viewed here. 

• Parents who have completed the request form are called to schedule a screening 2 weeks before the screening date to confirm continued interest. 

  • If neither phone number was picked up and VM’s were left, highlight the student orange. Also be sure to leave a note of the time and date we attempted to reach parent 

  • If a parent is no longer interested in the program or has moved out of the district, highlight the student in white. 

• When scheduling screening appointments please refer to this script.

  • Please confirm that the information from the screening request form and the information the parent is providing you matches. Adjust as necessary. 

• Enter Students information into the current  “Early Childhood All” spreadsheet under the “Monthly Screening” or “Summer screenings”  tab organized by time and date of their screening appointment. 

  • Be sure to add “EL” next to the students name if their parent mentions a language other than English is spoken in the home. 

  • If a second language is spoken please inform Felix Santiago of what language that is. 

• Reminder letters are sent out to scheduled appointments within 3 days of scheduling. This packet includes the Ages and Stages Questionnaire for parents to complete and bring with them to screening. (mail merge) (ASQ-Spanish or English based on language) NEW: We will also send home a “What to Expect at Screening” page.  This includes information about the income verification needed. 

• OP calls scheduled families to remind them of their appointment 1-2 days before screening. Please refer to this script.

• If scheduling occurs late, we ask parents to come in and pick up a packet of the documents sent in the reminder letters or the documents can be sent via email.

All potential preschool students need to go through this formal screening process to be evaluated for at-risk eligibility and to collect information on development.  Parents can request this through the form below. After attending a screening, placement is dependent on eligibility and available seats, regardless of prior participation in a preschool setting.  The only exception to this process is if a student is transferring in from another school district with an existing IEP.  

When a student will transfer in with an existing IEP:

• The family needs to complete the enrollment process.  A school assignment will be provided to the EC OP and registration team, based on family address and available spots.

• One we are notified that their child has an IEP, we request records from their previous district.

• If the family shares the IEP, please forward to Joy Bauman, Administrator, and Erica Saldana, Program Psychologist.  (We need both the child's IEP and most recent evaluation. For this age it will most likely be their initial evaluation.)

• EC Principal will assign a case manager to the child and assign a teacher. (The case manager will then schedule a transfer-in meeting. Case manager should follow page 12 of the EC Special Services Procedures and Resources.)

Administrator

• Set up lunch for the screening team for summer dates.  

• Find coverage if a member of the screening team cannot attend.

• Schedule all dates, add to the calendar, and invite the screening team.

Screening Team

• Screening Team prepares the screening room ahead of screening.

• Wipe down tables and toys end of day or as needed

• Collaborate and discuss students after each screening, document decision

OP Preparations 

• Name Tags for students are printed.

• EC flyers are printed 

• File folders are made for each student with the following documents  

  • Front Label is placed on file folders 

  • At Risk Form/Questionnaire (Add label for top portion of this form including - Child Name, DOB, Age in months before Sept 1/ age in months on the day of screening if the student is being screened after Sept 1st, Home School)

  • Weighted Eligibility Form (Add same label)

  • Parent-Friendly Results Form  (Add same label)

  • EL Programming Initial Entry Form

  • Screening Consent

  • Preschool for All Income Verification doc (Add same label)

• Observation Doc (Add same label) hand to screening team (Play-Based Observation team)

• Run a report of ISBE Electronic Direct Certification System for each student and staple to weighted eligibility form. 

• Check In (OP and Administrator)

  • Parent signs consent (for screening and to take picture)

  • Name tag put on student 

  • Picture is taken of the student and attached to their file folder

  • The administrator will collect income verification documents and make copies as needed to attach to the form.

• Standard Screening: 6 students every 45 minutes for a total of 30 scheduled for 4 days at start and end of summer (bilingual para support for students between stations) and then 2nd Tuesday of each school year month. Completed folder goes to the person at front for scoring.  (8:00-3:30) (8:00 screen (8:10 during school year), 9:15 screen, 10:30 screen, 11:45 lunch break, 12:30 screen, 1:45 screen) 

• Play-Based Observation (3 people needed, psychologist, SLP, teacher)

  • Teacher (SpEd during school year) will facilitate a 45 min small group activity.

  • Other members of the team are observing and interacting as needed.

    • Psych and SLP will assess academics and speech.

    • Observation Form

• Parent Interview  (2 people needed, social worker and SLP)

  • A PARENT Questionnaire is completed with the parent. Please write legibly. 

  • Parent interviewers will Google chat nurse if a child has a complex health condition. The nurse may need to collect additional information from the parent. (examples: seizures, feeding tube, disease treatment such as for cancer)

  • Check the box on the parent’s screening card when complete. 

• Language Screening (1-2 people based on number of EL scheduled)

  • Completed with each EL child individually (varies in time needed based on student)  

  • Check the box on the parent’s screening card after the parent conferencing is complete. 

    • EL Programming Consent/Placement Entry Form

    • EL Program Descriptions (Spanish)

    • EL Program Consent Form (Spanish)

    • EL Program Placement Forms Folder (All Languages)

• Hearing and Vision (1 nurse)

  • Parent interviewers will Google chat nurse if a child has a complex health condition. The nurse may need to collect additional information from the parent. 

  • The nurse transitions students out of the group for that time.

  • We will have parents check in with you before they leave to support participation in the hearing and vision screening.  

  • Check the box on the parent’s screening card after the parent check in is complete.

• Income Verification (administrator)  (Added within process 9/2024 after addition of FAQ to ISBE website.)

  • Attach income verification choice to form and indicate appropriate findings. 

  • Sign and date. 

• EI Students - Students may go through the same formal screening process.  Existing student information is used from Early Intervention in addition to any information collected at community screening. Program psychologist coordinates and works with the OP to schedule. 

• Parent Debrief:  Before a family leaves, the following consultation will occur:

  • The screening team member completing the EL Screener will debrief the result with the parent, discuss support level options, and complete paperwork including parent signatures for consent to placement and services.

  • A screening team member from the play-based observation will debrief any concerns with the parent.  This will include identification of whether a referral for special education evaluation is being made. 

• 30 minutes for screening team discussion after students leave. 

  • Determine at-risk or not at-risk.

    • This is based on completion of  weighted eligibility form.using parent questionnaire and/or observations.

    • McKinney-Vento status will need to be verified by the McKinney-Vento Liaison (social worker) and may require scoring to be completed over multiple sessions.  

    • Low income status must be verified using direct certification documentation. 

  • Add a note of any recommendations for class placement.

  • Add all screening data to the Screening tab in the spreadsheet.  Screening team will not place students within class lists.  Program administrators will do so in the next step.    If a child must be placed on the waitlist, a notification letter is included with the screening results mailing to the family. (If child is not at-risk, use this letter.)  Please also include a copy of the list of regional preschool programs to support the family.

• Complete the Parent-Friendly Screening Results document using the ASQ and Screening Team Observations.  These will be mailed to parents to share results that were verbally shared at the end of the screening appointment. 

• Families who have failed to begin the registration process within the provided time will be moved to the waitlist, if there are children on the waitlist waiting for a spot.

• Determine placement in class lists using feedback from the screening team.  Placement is based off of birth date and timestamp of screening form for students who are not at-risk (green spot), if the limited spots are available.  At-risk seats will be prioritized based on screening points with priority given to those who are at high risk (40 point areas of weighted eligibility).  Program administration will determine final placements and how open seats are filled mid-year. Students qualifying as McKinney-Vento should be placed immediately. If a spot is not available, they will be prioritized as seats open up for new placement. 

• State reporting is completed including the number of EI, total student screened, etc. (Administrator completes this.)

• Program Seat Waitlist is updated with information for any children who will not be placed on a classlist. Designate if a specific school or session is requested/needed.  Student score should be included to support prioritization.  Provide any families being added to the waitlist with a list of regional preschool programs. 

• As spots in program become vacant, place students from the waitlist, based on highest at-risk score with added priority for students with highest at-risk factors (McKinney Vento, 2 or more ASQ delays, etc.  When students have the same score, prioritize the older student based on birthdate. 

• Child Find: At the end of the month the Screening Data Collection Form needs to be completed and submitted. Joy will complete that. 

• Children and families transitioning from EI will experience this EI Transition process. This process can be viewed through the link.. This includes a formal EI Transition meeting. 

• Registration team needs the family to have the letter with the registration code for their part of the process to run smoothly.  The code shouldn’t be given to the family until all parts of screening/placement has occurred and is complete. 

• Documents sent home:

  • Welcome Letter 

  • EC screening letter (adjust date for each screening to be 2 weeks out)

  • District Calendar