Parent Resource Center (PRC)

Anyone who suspects a disability may refer a child to a Student Support Team (SST) meeting to discuss concerns. For school age students, parents who are concerned about their child’s academic, social and/or emotional development are encouraged to speak with their child’s teacher. Parents who suspect a disability and wish to refer a child to a Student Support Team to discuss concerns and/or request a special education evaluation are encouraged to share their request in writing with their child’s teacher and the school’s Student Support Coordinator. To refer children ages two* through five who are not yet Arlington Public Schools students, contact the Arlington Public Schools Child Find Office. (*Children need to be two years old by September 30th of the current school year in order to receive services in that school year.) Infants and toddlers with suspected developmental delays should be referred to the Arlington Parent Infant Education (PIE) program.

• Learn more about the Arlington Public Schools Student Support Team Process
• Learn more about the Arlington Public Schools Special Education Process

You can also view our online learning modules which introduce families to the special education process:

• Understanding Special Education: An Introduction – Includes information on the Student Support process, and referral process, along with special education information.
• Your Child’s Individualized Education Program: What Parents Need to Know

Please review the classroom observation guidelines and forms linked below:

• Classroom Observation Guidelines and Forms
  • Amharic: የትምህርት ክፍል ምልከታ መመሪያዎችና ቅጾችc
  • Arabic: ا ةي-,جوتلا والاستمارات ةصا67ا ةبقارمب الفصول الدراسية
  • Mongolian: Танхимын ажиглалтын удирдамж, маягтууд
  • Spanish: Directrices y formularios de observación en el aula

In collaborating to address questions and resolve concerns, it is always best when possible to start with your child’s teacher, case carrier, or related service provider (if the concern involves a related service). The charts below provide a recommended communication sequence. Please feel free to contact the Parent Resource Center at 703-228-7239 or prc@apsva.us .

Find your school’s Student Support Coordinator

• PreK and Elementary Communications Flow Chart
• Secondary Communications Flow Chart (Middle and High School)

APS provides a continuum of special education supports and services to students with disabilities. The first step in collaborating with your child’s new school is to register your child for school. Next, reach out to your child’s Student Support Coordinator who can help schedule a meeting to address your child’s needs. Students transferring from outside APS who have a valid eligibility identification and current IEP, as defined by IDEA, are entitled to special education and related services specified or comparable to those in that IEP. The student’s IDEA identification is accepted by APS and, with parent consent, a 30 day transfer/interim IEP is developed and implemented. Please contact the Parent Resource Center at prc@apsva.us if you have questions or need support.

We’ve recently launched a new feature in Synergy, the system APS uses to manage special education documents. This new feature introduces the option to use electronic signatures, which can make things easier for parents and school staff. Your special education team is not required to seek electronic signatures for participation or consent, nor are you required to provide an electronic signature.

1. What is the Electronic Signature Option?

You now have the option to sign certain special education documents electronically. This means you can use your computer or phone to sign instead of using pen and paper. But, it’s entirely up to you if you want to use this feature or stick to the traditional way of signing documents.

2. When Can You Use Electronic Signatures?

Electronic signatures may only be used when you have been informed of your options for providing your signature, and you choose to use the electronic signature feature. Electronic signatures are now available for:

• Virtual Individualized Education Program (IEP) Meeting Participation
• IEP Consent
• Medicaid Consent

3. How Does it Work?

Participation SignaturesIf the IEP meeting is held in person, everyone will be asked to acknowledge their participation in the meeting by signing a paper copy to document their attendance. If the IEP meeting is online, you’ll be asked if you want to sign electronically or with a written signature on a paper copy. It’s your choice, and you decide how you want to do it. Consent SignaturesIf you opt to provide an electronic signature, you’ll receive a ParentVUE notification with a link to review the document PDF and provide your signature. Note: You must activate your Parent VUE account to use the electronic signature feature. (You can use this link to learn more about Parent VUE and watch a short video tutorial).

4. What if I am not ready to sign, or disagree with the IEP?

If you are not ready to sign the IEP, that is ok. Just let your case carrier or Student Support Coordinator know. Once you are ready to provide your consent, let your case carrier know whether you prefer to provide your consent signature on paper or electronically.

5. What if I need documents translated?If you need documents translated, let your case carrier or Student Support Coordinator know, and they will submit the documents for translation. An electronic consent signature request will not be generated before documents are translated.

6. What if I receive an electronic signature request by mistake, or if I decide I need more time to sign?

Contact your case carrier or Student Support Coordinator to recall the signature request. (NOTE: If you are using the ParentVUE app, you will be able to navigate ParentVUE if a signature request has been issued. However, If you are accessing ParentVUE via a browser, you will need to switch to the app to access ParentVUE features until the signature request has been recalled.)

7. What if Electronic Signatures Don’t Work?

If there are any issues with the electronic signature feature during the meeting, or you can’t access it, we’ll make sure you can sign with a pen and paper.  Need Help?If you have any questions about this or need help, you can reach out to your case carrier or Student Support Coordinator.

Here are some visuals to help you navigate electronic signatures through the ParentVUE app or your web browser.

Arlington Public Schools, along with all public school districts in Virginia, has the opportunity to bill the state Medicaid program for partial reimbursement for health-related services (i.e. occupational therapy, physical therapy, speech therapy, etc.) provided to special education students. These services must be documented in the child’s Individualized Education Program (IEP) and have parental consent.  Some examples of services include:

• physical therapy
• occupational therapy
• speech/language pathology services
• skilled nursing services
• personal care assistants
• special transportation

The Individuals with Disabilities Education Act (IDEA) provides that children with disabilities be provided with a free appropriate public education. The special education and related services received by the child must be identified as the result of a comprehensive evaluation and described in an individual education plan (IEP). These services are provided free of charge to any special education student.  The student’s services are not affected by Medicaid parental consent.  Your child’s health coverage for services outside the school system will not be impacted by the school billing Medicaid or FAMIS.Billing public insurance for special education services in an important source of funding for public school divisions.  The monies received from Medicaid are used to pay for classroom staff, related services, and materials used in the provision of health related services.  It is beneficial to your child’s educational program for the district to access these funds.Please contact APS Medicaid Coordinator Catina Claytor-Frye,703-228-6065, or catina.claytorfrye@apsva.us with questions or concerns.

Parent Consent Letter:

• Parent Consent Letter-English
• Parent Consent Letter-Spanish
• Parent Consent Letter_Amharic
• Parent Consent Letter_Mongolian
• Parent Consent Letter_Bengali
• Parent Consent Letter_Arabic

SCHOOL BASED MEDICAID/FAMIS FREQUENTLY ASKED QUESTIONS:

• FAQ APS Medicaid English
• FAQ APS Medicaid Spanish
• FAQ APS Medicaid_Amharic
• FAQ APS Medicaid_Arabic
• FAQ APS Medicaid_Bengali
• FAQ APS Medicaid Mongolian
• FAQ APS Medicaid_Urdu

Frequently Asked Questions About Medicaid and School Health Services

Other Information:

• Notification_accessing_public_benefits_or_insurance
• Medicaid Insurance Cards examples

 To apply for Medicaid:

• https://departments.arlingtonva.us/dhs/     2100 Washington Blvd., Arlington, VA 22204703-228-1300
• http://coverva.org/   1-855-242-8282

Smiles for Children is Virginia’s Medicaid,
FAMIS and FAMIS Plus dental program.

How to find a dentist for individuals with Smiles for Children:http://www.dentaquest.com/   1-888-912-3456

Medicaid and Schools Program: http://www.doe.virginia.gov/support/health_medical/medicaid/index.shtml