Policy Number and Last Update (03.04.01e/01-2025) §HSPPS-1302.61
Policy
The purpose of the staffing is to plan a coordinated approach to meet an extraordinary need of any child, including those with a known or suspected disability, children that are found to be overweight or obese, children who are at risk of having chronic absenteeism, and/or children who were involved in a reported incident. The Delegate Director is responsible for scheduling, managing, and documenting the bi-weekly meeting, and may not delegate this task. MSHS confidentiality policy applies to all information disclosed during the course of the bi-weekly and staff shall not discuss or divulge any information learned during the meeting with any other staff and/or parents.
Participants shall include: Delegate director, Individual classroom teachers, Education Coordinator, Mental Health/Disabilities Services Workers, Family Services Workers, Health Services Workers, Transportation Coordinator, and Mental Health Consultants (when feasible).
Recordkeeping: A Bi-Weekly file is required to be kept with folders label displaying the date of the Bi-Weekly Staffing. During the meeting, the delegate director is required to fill out the Individual Child/Family, Bi-Weekly Staffing Report. Participants sign the sign-in sheet, which is attached to the report and filed. Also, copies of literature given to parents and/or copies of referral paperwork shall be attached to the Bi-Weekly Staffing Report as documentation.
Procedure:
- During the first meeting, management staff and teachers shall go through each child's name in that classroom and state if there are any concerns and/or red flags that were identified during enrollment, any parent contact, and/or classroom observations that stood out during the first weeks of attendance. Thereafter, participants should prepare for the staffing meeting by reviewing each family and/or child's file to select those that need to be discussed in the staffing meeting and present names of children who fit the above-mentioned criteria for discussion.
- Every staffing meeting will include an update of progress of each child with a disability and each one still involved in a diagnostic process. If a child has a disability, complete the Child Inclusion & Environment Modification Plan at this time, if it was not completed previously.
- Each child's case is discussed individually; all pertinent information is reviewed, for example, screening results, family data, health , dental and/or nutritional information, teacher observations, home visit information, etc.
- The group formulates a plan of action to address each concern, to find out more information, if necessary; to refer; to pursue technical assistance for teachers; to provide parents information; to begin a diagnostic process, etc.
- The delegate director will carefully consider and decide who is to be responsible for each action and assign a date for its completion.
- At subsequent staffing's, the previous staffing reports are reviewed and the group discuss previous action steps and their status. The delegate director adds the completion date, as appropriate, to the action steps completed on form and discuss reasons for action/follow-up not completed.
- The group decides if the cases are continued or if no further action is needed. Once a case has been deemed completed, a copy of the Individual Child/Family, Bi-Weekly Staffing Report is filed in the child's individual Mental Health file folder.
- New cases are begun using the same process. A separate report is written for each meeting, so that a child's case can be tracked from introduction to termination throughout the season, including transition to another program, school, or location.
