Special Education Procedural Manual

    Portland Public Schools

    Special Education Department


    Brenda Martinek, Chief of Student Support Services

    Jey Buno, Senior Director Special Education

  • The PPS Special Education Procedures Manual is designed as a reference for special education and other school staff to ensure that staff provide consistent and equitable access to special education services and that parents receive appropriate procedural safeguards.  This manual reflects current state and federal law and district policy.  This Manual updates the 2016 Special Education Policies and Procedures notebook.       

    As a department, we are committed to reversing the trend of isolation and segregation of students with disabilities by ensuring all students have access to high quality instruction responsive to their needs and delivered by effective and culturally responsive educators within the Least Restrictive Environment.

    Our primary focus is to build capacity and to support staff members district wide to ensure that effective instruction is the predictor of student outcomes.

    Portland Public Schools recognizes the diversity and worth of all individuals and groups and their roles in society. The district prohibits discrimination and harassment on any basis protected by law, including but not limited to, an individual’s perceived or actual  race, , color, religion, sex, sexual orientation, gender expression or identity, national or ethnic origin, marital status, age,  mental or physical disability, pregnancy, familial status, economic status, veterans’ status or because of the perceived or actual race, color, religion, sex, sexual orientation, national or ethnic origin, marital status, age, mental or physical disability, pregnancy, familial status, economic status, or veterans’ status  of any other persons with whom the individual associates.


    Portland Public Schools Board of Education

    Policy 1.80.020-P     (Amd 4/10/18)

     Table of Contents

    Section 1:      Paperwork Checklists: Includes checklists for Evaluation & Eligibility, IEP and Placement (K-8 and high school/transition), IEP revisions, Manifestation Determination Meetings, and Move-in Students (in state and out of state).

    Section 2:      Child Find: Includes information on Child Find, Building Level Interventions & Problem-Solving Process, Special Education Referrals, Disproportionality, Q & A, and links to forms and resources.

    Section 3:      Evaluation and Reevaluation: Includes information on evaluation and re-evaluation procedures and timelines, Q & A, and links to forms and resources.

    Section 4:      Special Education Eligibility Requirements: Includes general information about eligibility and eligibility procedures. For each specific category, includes definition, criteria for eligibility, information specific to that disability, evaluation requirements, useful links, and eligibility checklists. Also includes information on referral to Columbia Regional Program for low incidence disabilities.

    Section 4a:    Progress Monitoring

    Section 5:      Independent Educational Evaluations: Includes the district’s procedures for independent educational evaluations (IEEs), minimum criteria related to location, qualifications and cost and a resource list of IEE providers.

    Section 6:      IEP & Placement/LRE: Includes purpose of IEP, IEP meeting timelines and participants, excusal of required team members, parent participation, IEP meeting process and documentation, IEP meeting preparation and facilitation, IEP content, placement determination and Least Restrictive Environment (LRE), Q & A, and links to forms and resources

    Section 6a:    Physical Management

                                PPS Bathroom Checklist

                                PPS Bathroom Checklist Google Sheet

                                Individual Toileting Protocol

                                Individual Toileting Protocol Google Sheet

    Section 7:      Discipline of Students with Disabilities: Includes information on manifestation determination meetings, interim alternative educational services, protections for students not yet eligible for special education, the Suspension for Students with Disabilities Decision Tree, and a Quick Reference Guide.

    Section 8:      Parent Notice, Consent/ Revocation and Parent‐District Agreements I. Procedural Safeguards Notice Updated 10/2020: Includes information on Procedural Safeguards Notice, when parent consent is required, revocation of consent for special education services, Notice of Transfer of Rights, and when Prior Notice of Special Education Action form must be used.

    Section 9:      Special Education Records: Includes FERPA and IDEA provisions related to special education records, along with links to OR SPED and PPS records management information.

    Section 10:    Extended School Year: Includes district guidelines for Extended School Year (ESY) services along with forms, procedures and timelines.

    Section 11:    Parents and Surrogate Parents (Update 7/2019): Includes who can act as a parent in a special education meeting, when a surrogate parent must be appointed and procedures for appointment of a surrogate parent.

    Section 12:    Private School Students: Includes calculation of proportionate share, consultation with private schools about special education services, services plan, services log, and chart showing allocation of responsibilities.

    Section 13:    Charter Schools and Special Education: Includes procedures on serving special education students in charter schools located within Portland Public Schools boundaries.

    Section 14:    Home Schooling and Special Education: Includes procedures on serving resident special education students who are home schooled.

    Section 15:    Dismissal from Special Education (in development)

    Section 16:    Diplomas and Grading - PPS Portland Public School District Diploma/Certificate Options website: The Portland Public Schools High School Graduation Diploma Requirements website contains the current information on all diploma options and requirements as well as documents to be completed.

    Section 17:    Move-In Special Education Students: Includes procedures for students moving from another district into PPS and from out of state into PPS.

    Section 18:    Para-educators (in development)

    Section 19:    Procedures for ELL Students/LEP Parents in Special Education:  Includes procedures for evaluation of ELL/emerging bilingual students, for communicating with limited English proficient (LEP) parents, for working with interpreters, and for accessing translation services. Also includes a list of key vocabulary in the five supported languages, an English-Spanish glossary of terms, and a summary of the procedural safeguard’s booklet for interpretation if necessary.

    Section 20:    Home Instruction Procedures Manual: Includes procedures on serving special education students who are eligible for Home Instruction and the IEP team has determined Home Instruction to be the least restrictive environment.