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From Assessment to Action: School Process After Submitting a Private Psychoeducational Report

Updated: Mar 25

Uncertain about what happens after submitting a private psychoeducational assessment to your child's school? Let's peek behind the scenes and demystify the process a bit.

While the specific steps may vary slightly by district, a consistent approach is generally followed by most public schools in the Vancouver and nearby areas when reviewing privately conducted psychoeducational assessments.

Graphic outlining the different steps involved in submitting the assessment to the school and the following actions taken by school personnel.
PsychoEducational Assessments-The School Process

Step 1: Submitting the Assessment

To expedite the review process for obtaining accommodations and support for your child, promptly submitting the psychoeducational assessment report and/or relevant medical documentation is crucial.

Here are the submission options:

  • School Administrative Team: You can directly submit the documents to the school principal or vice principal.

  • School Staff: Alternatively, consider sending them to the school counsellor or the School Based Resource Teacher (SBRT). In high schools, reaching out to your child's counsellor or the School Based Resource Teacher is often the most efficient approach.

Step 2: Confirmation of Receipt

Once you've submitted the assessment report and documentation to the school, it's essential to confirm its receipt by the appropriate staff.

Here's how you can follow up:

  • Expect a confirmation: Typically, the recipient will contact you to acknowledge receiving the documents.

  • Proactive approach: If you haven't heard back within a week, call the school's front office and request to be connected with the individual you submitted the report to.

Step 3: School Based Team Meeting

Once you've submitted the report, the school district's internal review process begins. Here's what to expect:

  • Central Vetting of the Report: A district psychologist assigned to the school will receive and thoroughly examine the report.

  • School-Based Team Meeting: Your child's case will be further discussed at a School Based Team (SBT) meeting. This meeting typically involves:

  • School counsellors

  • Resource teachers

  • School psychologist

  • School administrators

During this waiting period:

  • Understand the Timeline: During the review process, it is important to manage expectations as a decision might take time. The SBT meeting is typically scheduled on a monthly basis.

  • Open Communication: Feel free to reach out to your child's counsellor or Resource Teacher if you have any questions . The counsellor or the Resource Teacher may also contact you if they require any additional information from you.

Step 4: Screening by the Psychologist

Once the district psychologist reviews the report, they'll participate in a School Based Team (SBT) meeting to:

  • Summarize the findings: The psychologist will explain your child's learning strengths and challenges in a clear and concise manner to the team.

  • Recommend support: Based on the assessment results, the psychologist and other participants will suggest appropriate accommodations and support strategies to benefit your child's learning.

  • Designation request: The team will determine if a formal request for designation needs to be submitted to the school district.

Step 5: Request for Designation

Following the School Based Team (SBT) meeting, you'll receive updates on the outcome:

Possible Scenarios:

  • Eligibility for Designation: If the team determines your child meets the criteria for a Ministry Designation, the resource teacher or the counsellor will:

  • Prepare an application: They will complete the necessary paperwork (typically an internal district form) requesting designation from the District.

  • Submit for review: The application will be sent to the District's Student Services Department for a final decision.

  • Alternative Support Plan: If your child doesn't qualify for a designation, the school counsellor or the Resource Teacher will notify you of this decision. They will work with you to develop an alternative support plan for your child's specific needs.

Step 6: District Confirmation

The District's Student Services Department will review the designation application submitted by the school.

Potential Outcomes:

  • Ministry Designation: If your child meets the eligibility criteria, the district will approve the request, and they will receive a formal Ministry Designation. This designation acknowledges your child's specific learning needs and allows access to additional resources and support services.

  • Alternative Support Plan: If the request for designation is not approved, the school counsellor or Resource teacher will promptly inform you and discuss alternative support options.

Timeline and Communication:

  • Evaluation Process: This district evaluation typically takes a few weeks. Be aware that during the review process, you might be contacted by the school to provide additional information or documentation.

  • Confirmation: Once a final decision is reached, the school will receive a confirmation notice outlining the outcome (designation or alternative support).

Step 7: Support Services

If your child receives a Ministry Designation, the resource teacher will contact you to schedule an Individual Education Plan (IEP) meeting.

What is an IEP meeting?

  • A collaborative meeting involving you, your child (when age-appropriate), and the school team (including the resource teacher, counsellor, and potentially other specialists).

  • The goal is to discuss your child's specific needs and collaboratively develop a personalized plan outlining how they will be supported at school.

Understanding these steps empowers you to better support your child's educational journey. It's always recommended to check with your specific school district for any unique procedures they might have.

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