Phases and Roles - District (2016)

Phase	Family	HB Teacher	Teacher of Record	School	APS
Prior	Explore options for school-based instruction with school personnel: accommodations, modifications, IEP, 504, etc.			Explore options for school-based instruction with the family: accommodations, modifications, IEP, 504, etc.
Beginning	Homebound Instruction is for maintaining the education of a student with a documented medical condition during of an extended and limited period of time of at least two consecutive weeks.Notify the school or school division that homebound services may be needed, discussing the process for initiating services, and signing a release of information form so the school can share information with the physician about homebound services prior to the official request being made.Special Education: Provide consent to amend IEP.			May initiate process to consider eligibility under IDEA or Section 504Special Education: IEP Team reviews possibility of homebound instruction, including the approved medical certification, to determine the appropriate temporary placement of the student, including frequency and duration of homebound instruction.
Eligibility	1. Be a resident of Arlington County2. Student has a condition from a physical illness or accident or a psychiatric condition3. May be hospitalized in the D.C. area
Application	1. Homebound Instruction Application2. Medical Certification of Need (to be completed by the licensed physician, licensed clinical psychologist, or licensed psychiatrist3. Student Information and Release FormReturn forms to school or Coordinator of Homebound Instruction			1. Identifies a staff member to be the school-based homebound coordinator (point of contact/designee) for the Homebound Instruction process2. Completes the School Information Form3. Review all completed materials, forward to Coordinator of Homebound Instruction
Application Review				School staff shall provide instructional materials for the student to access their education while application is under review.	Coordinator of Homebound Instruction:1. Document the request2. Review application (completeness, appropriateness)3. Validate request for IEP students with IEP Team4. Verify medical condition with medical professional of recordAs necessary:1. Notify of application completion needsAs verified:1. Approve application for defined duration, no more than 9 weeks initially2. Notify family3. Consult with school personnel
Appeal	If denied:1. Appeal to Chief Academic Officer within 10 business days.2. Keep the student enrolled in Arlington Public Schools
Initiation of Service				School staff shall provide instructional materials for the student to access their education until the homebound instructor is assigned.IEP Team:1. Determine hours required–Minimums hours:o Elementary school: 5/week; 20/montho Middle school: 8/week; 32/montho High school: 2 per academic subject; other accommodations, as needed2. Amend IEP with temporary placement, consider special education and related services delivered in the home setting.School-based homebound coordinator provides:1. A record of the student’s program to date, including grades and such other information as may be necessary2. A proposed program to be followed by the student under the direction of the homebound teacher3. Instructional resources that may include online and/or adaptive technology, as appropriate4. Tests or examinations for the subject areas and instructional program pursued	Coordinate and facilitate homebound instructionDocument and explain any delays to the family
Phase	Family	HB Teacher	Teacher of Record	School	APS
Instruction	If instruction and/or special education related services are provided in the home, the parent/guardian or a responsible adult must be present.Services may be provided at an alternative location per agreement between the parent and Coordinator of Homebound Instruction.1. Your first prioritya. Follow the health care provider treatment plan for your studentb. Notify the teacher, prior to the scheduled visit, if there is a contagious illness in the home or if there is an emergencyc. Advise the homebound teacher of any change in the student’s status that would necessitate modification or termination of homebound services2. To accommodate instructiona. Provide adequate facilities for teaching (quiet room without interruptions, with a table, chairs and appropriate supplies) or provide transportation to another agreed upon facilityb. Have a responsible adult in the home during the entire period of instructionc. Have the student ready for instruction at the time designated by the homebound teacher3. To ensure accountabilitya. Keep all appointments with the homebound teacher (excessively missed appointments may result in suspension of services for general education students and may relieve the school division from providing make-up services to students with disabilities)b. Notify the Coordinator of Homebound Instruction of missed appointments or tardiness by the homebound teacherc. Students receiving homebound instruction may not work or participate in extracurricular activities, non-academic activities (such as field trips), or community activities unless these activities are specifically outlined in the student’s medical plan of care or the Individualized Education Program (if applicable).4. To follow up on instructiona. Supervise daily homeworkb. Make effort to complete school assignmentsHomebound instruction is designed so the student does not fall significantly behind during the period of confinement.It is necessary for the student to participate in the instructional process and complete assignments. Homework should be expected. Not all work will be completed in the presence of the homebound teacher. Every effort is to be made to ensure academic progress; however, course credit must still be earned according to class requirements.Priority is to be given to core academic subjects. Specialty classes (i.e., those requiring labs, special facilities or equipment) may not be comparable. Elective courses are not guaranteed.	Homebound instructional services are supported by an assigned Arlington Public Schools homebound instructor(s) utilizing materials and lessons provided by the student’s school-based teachers.1. Maintain close contact with the student’s teachers, counselor, and the program coordinator to receive and implement appropriate educational programs2. Use assignments and materials provided by the Teacher of record or designated supervisor of instruction3. Maintain an accurate record of the hours of instruction provided for each assigned student and file such information with the Coordinator of Homebound Instruction4. Submit the student’s completed work to the designated school representative prior to the end of the grading period and maintain written documentation of work completed with the homebound records, or in cases where online instruction is used, provide a written record5. Document any instructional time that is interrupted because of the child not being available for the instruction period6. Obtain necessary training for administering state tests (SOL’s), if it is determined that SOL(s) are to be administered by the homebound teacherDuring homebound instruction, the homebound teacher will make a recommendation, in duplicate, regarding grades to the elementary principal or the middle or high school director of counseling services. One copy will be for the Coordinator of Homebound Instruction and the other will be given to the elementary school principal or middle or high school director of counseling services.	1. Provide the homebound teacher with appropriate instructional materials and information2. Be responsible for grading procedures in collaboration with the homebound teacher, including providing scoring rubrics and answer keys for assignments and tests3. Maintain close contact with the homebound teacher or the program coordinator supervising online instruction to monitor the instructional progress of the student4. Collaborate with the homebound teacher about the curriculum and appropriate instructional strategies5. Collaborate with the school’s test coordinator (STC) and the homebound teacher regarding state assessmentsCredit for the work completed by the student while receiving homebound services shall be awarded when it is done under the supervision of a licensed teacher, a person eligible to hold a Virginia license, or other appropriately licensed professional employed by Arlington Public Schools, and there is evidence that the instructional time requirements or alternative means of awarding credit adopted by the Arlington School Board have been met.	The school administrator is responsible for ensuring that the school test coordinator (STC) is aware of students who are receiving Homebound Instruction.The School Test Coordinator is to assist in the coordinating the administration of SOL’s, along with the school administrator, the Coordinator of Homebound Instruction, and the homebound teacher.	Coordinator of Homebound Instruction:1. Considering the possibility of available technology (distance broadcasting, robotics, etc.) for the student to participate in certain classroom activities from home2. Verifying ongoing treatment and/or therapy and monitoring progress towards transition back to the school setting
Extension	Components of Extension of Homebound Instruction Request:1. Name of the student2. Justification for the extension of homebound instruction3. Updated Medical Certification of Need signed by student’s medical professional of record4. Additional time homebound instruction is anticipated5. Specific steps planned to return the student to classroom instruction6. Changes in amount and kind of activity for the student during extended homebound instruction7. Signature, date, office address, and phone numberThe request for an extension of services should be submitted by the parent/guardian to the school-based team or IEP Team no later than seven (7) business days prior to the end date of the initial services.			Since homebound instruction is not intended to supplant school services, if it is necessary to extend homebound instruction beyond the initial time frame or longer than nine calendar weeks, the school-based team (i.e., principal, director of counseling, or designee), or IEP Team is responsible for creating a transition plan outlining the information listed below.The school-based team or IEP Team is responsible for contacting the parent/guardian at least three (3) weeks prior to the initial end date of Homebound Instruction to discuss either the re-entry of the student to school-based learning and/or the need for an extension to be requested and the medical documentation required for such an extension.The school-based team or IEP Team should forward this request to the Homebound Instruction Coordinator within two (2) business days of receipt of the request for extension of services.The school-based team or the IEP Team is responsible for communicating updates regarding the re-entry plan or the parent/guardian request of an extension with the Homebound Instruction Coordinator.	The Coordinator of Homebound Instruction will review the application and contact the medical professional of record for verification within five business days of receipt of the application. Such verification can be made by medical/professional staff designated by the medical professional of record. Once verification is obtained from the medical professional of record, the Coordinator of Homebound Instruction notifies the parent/guardian of approval and consults with designated school personnel regarding extension of services within three (3) business days.
Appeal	If denied: Appeal to Chief Academic Officer within 10 business days.	Homebound instruction may be extended up to five (5) business days beyond the original end date
Return to School		When the student returns to school, the homebound teacher shall prepare, in duplicate, a summary of the student’s academic progress and submit one copy to the Coordinator of Homebound Instruction and one copy to the elementary school principal or the middle or high school director of counseling services. For students with an IEP, the summary shall also be submitted to the special education case carrier.		The homebound teacher is to assist the student, family, and school personnel with the student’s transition back to the classroom setting. However, other support staff, such as the school nurse, school counselor, IEP case manager, or school psychologist, may be more appropriately assigned to the student for transition purposes depending on the nature of the student’s needs.In all instances, if a student is identified as a student with a disability under IDEA or Section 504, then that Team is to determine services and accommodations. The IEP Team must amend the IEP upon the ending period of homebound services in order to either return the student to the school setting or continue the homebound placement.	The Coordinator of Homebound Instruction facilitates the student’s return to instruction in the classroom.