С��Ƶ State Education Department - Guide

Entering and Searching Case Data

Patti.Rosa-Farleigh — Fri, 10 Jan 2025 20:36:25 +0000

Website Content Area:

Book Type:

Paragraphs:

How do I know if I entered data correctly?

You should review the data you entered for accuracy before clicking Save. A green Success! message appears at the top of the screen indicating data was successfully entered. If this does not occur, the resulting error message provides guidance about next steps. If you do not receive either a Success! message or an error message, refresh your browser to confirm your data was entered and saved.

How do I correct a data entry error?

If you are unable to correct the information you entered, you must submit a data change request (see Data Change Requests).

How do I get help?

The IHRS Help File may be accessed from any screen in IHRS by clicking Help. You may find the answers to many questions regarding the IHRS on this site. If you require additional assistance, contact the Special Education Due Process Unit at specedih@nysed.gov or (518) 473-0170.

The IHRS Home Screen

The IHRS home screen is accessed by logging in to the Application Business Portal and clicking Impartial Hearing Reporting System (IHRS) under My Applications. School districts typically use the following features listed on the screen:

CASE MAINTENANCE;
IHRS DATA CHANGE REQUEST;
IHO ROTATIONAL LIST;
DISTRICT INITIAL MARKER; and
SUMMARY-CASE QUERY.

ihrs-home-screen.jpg

How do I search a case that has been entered?

Step 1: Click the Summary-Case Query on the IHRS home screen.

summary-case-query-link.jpg

Step 2: Enter information in the fields based on the criteria you want to use when searching for a case. Entering multiple search criteria narrows your search. For example:

Use List next to the Institution field to search for all the cases in your school district;
Enter Y in the Expedited? field to search for expedited cases; or
Enter a date range in the Case Closed Date field and use List next to the Case Closed Type field to search for cases with Actual Decisions (or a different type) within the chosen date range, etc.

summary-case-search.jpg

Step 3: Click the Case Identifier link to view information for a specific case.

summary-case-id.jpg

Note: You can only view case information pertaining to your school district's cases.

Data Change Requests

Patti.Rosa-Farleigh — Wed, 18 Dec 2024 13:41:27 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

Many data entry fields in the IHRS cannot be changed once saved by the user. If an error is entered and cannot be modified, a data change request must be submitted. Multiple data change requests involving the same case or a data change request for a different case must be submitted separately.

Requesting a Data Change

Step 1: Click IHRS Data Change Request on the IHRS home screen. This opens the Data Change Request Query screen. Click New to access a data change request form.

new-data-change-request.jpg

Step 2: The Data Change Request Submit Form screen opens. All fields are required except for District Case Number. Enter the required information.

data-change-request-form.jpg

Required Data Change Request Information
Field Name	Description
Case ID	The case identifier number.
Institution	The school district's institution identifier number.
District Case Number	The case identifier number assigned by the school district (not required).
Requestor Name	Name of the person requesting the data change.
Phone	Phone number of the requestor or person who is able to answer questions regarding the data change request if clarification is needed.
Email	Email address of the requestor or person to be notified by the Special Education Due Process Unit regarding questions and verification of the completion of the data change.
Description	A brief description of the information requiring correction. Include any applicable identifiers involved (e.g., Resolution Period Identifier, Hearing Identifier, etc.).

Step 3: Click Save. Please take note of the Data Change ID automatically assigned to the request. After a data change request is successfully submitted to the IHRS, the requestor receives a confirmation email (multiple email notifications are generated if more than one request is submitted).

data-change-confirmation.jpg

Checking the Status of a Data Change Request

Step 1: Click IHRS Data Change Request on the IHRS home screen. Enter the Data Change ID assigned to the submitted data change request or enter criteria in one of the query fields to search all of the requests submitted.

Step 2: Click Find.

data-change-id-query.jpg

Step 3: A list of data changes requested appears based on the query criteria entered. Entering query criteria other than the Data Change ID or Case ID may result in a list of multiple cases. Click the link for the Data Change ID number to view the information you entered as well as the status and received dates entered by the Special Education Due Process Unit.

dcr-query-list-and-view.jpg

Step 4: Click Menu to return to the IHRS home screen.

Mediation

Patti.Rosa-Farleigh — Wed, 11 Dec 2024 20:11:29 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

What is mediation?

Special education mediation is a voluntary process in which parents of students with disabilities and school district personnel meet with a specially trained, impartial individual (i.e., a mediator) to work out differences in a collaborative way. The mediator, unlike the IHO, does not issue a decision but rather assists the parties to reach a mutually agreeable resolution to the problem and document that agreement in writing.

Mediation may be requested at any time for matters arising prior to or at the same time as an impartial hearing request. Use of mediation to resolve a dispute cannot be used to deny or delay a parent’s right to due process, such as the right to an impartial hearing. If an impartial hearing is requested during mediation and more time is needed for mediation, a request may be made to the IHO to reschedule the impartial hearing (see the Office of Special Education's mediation webpage for additional information regarding the mediation process).

Expedited cases cannot be put on a mediation hold.

How does mediation affect the resolution period?

If the parties are involved in mediation during the resolution period, a written agreement to continue mediation may put a hold on the start of the impartial hearing timeline. In this case, the district must enter the mediation case number assigned by the agency providing the mediation in the IHRS. The hold on the impartial hearing timeline continues until the mediation resolves the issues or the IHO is informed that one of the parties has withdrawn from the mediation process. If the issues are resolved in mediation, the case is closed as withdrawn. If one or both of the parties withdraws from the mediation, the impartial hearing timeline begins and the case proceeds to hearing. However, an IHO may grant specific extensions of time beyond the decision due date upon a determination that a settlement is likely through the mediation process.

Entering a Mediation

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs a mediation entered.

Step 2: Click the Mediation link located either at the bottom of the Case Maintenance screen or at the bottom of the Resolution Period data entry screen.

mediation-links.jpg

Step 3: Click New.

mediation-new-button.jpg

Step 4: Enter the number assigned by the agency providing the mediation in the Mediation Case Number field.

mediation-case-number-field.jpg

Step 5: Cick Save.

mediation-case-number.jpg

Step 6: Click the Case Identifier link at the top of the screen to return to Case Maintenance.

Entering a Mediation Hold

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs a mediation hold entered.

Step 2: Click on the Mediation link located either at the bottom of the Case Maintenance screen or at the bottom of the Resolution Period data entry screen and check that a mediation record was entered.

Step 3: Return to Case Maintenance and click the link for the open Resolution Period Identifier under Resolution Periods.

resolution-period-identifier.jpg

Step 4: Use the calendar feature to complete the Resolution Period End Date field (this is the same as the Resolution Compliance Date).

Step 5: Click List next to the Resolution Period Result field to enter the result (CONTINUE MEDIATION-HEARING TIMELINE ON HOLD).

resolution-data-continue-mediation.jpg

Step 6: Click Save.

Step 7: Click the Case Identifier link at the top of the screen to return to Case Maintenance. The data you entered appears under Resolution Periods.

Note: When the use of mediation delays the beginning of the hearing timeline, the case compliance date indicates ON HOLD. Extensions and issue decisions cannot be entered. Hearings may be entered as scheduled, but you cannot indicate whether a hearing was held.

If an amendment is entered, CONTINUE MEDIATION-HEARING TIMELINE ON HOLD is removed from the Resolution Period Result field and a new resolution period is automatically entered (see Amendments).

resolution-period-result-mediation.jpg

compliance-date-on-hold.jpg

Closing a Mediation

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs a mediation closed.

Step 2: Click the Mediation link located either at the bottom of the Case Maintenance screen or at the bottom of the Resolution Period data entry screen.

Step 3: Click the link for the Med ID.

mediation-id-link.jpg

Step 4: Click List next to the Mediation Hold Result field. Click a hold result.

Note: If the mediation hold result is WITHDRAWN, the mediation was successful and there is no need to proceed to impartial hearing. This automatically closes the case. If the mediation hold result is PROCEED TO HEARING, the mediation was not successful and the case proceeds to impartial hearing.

Step 5: Use the calendar feature to complete the Hold End Date field.

mediation-hold-results-screen.jpg

Step 6: Click Save.

Step 7: Click the Case Identifier link at the top of the screen to return to Case Maintenance. The Case Closed Date and Case Closure Type fields are populated, the Compliance Date is indicated, and the CASE COMPLETE indicator has changed from N to Y.

case-maintenance-mediation-data.jpg

Closing a Case

Patti.Rosa-Farleigh — Mon, 09 Dec 2024 19:54:12 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

When is a case closed?

An impartial hearing case is closed when the IHO renders a decision or the case is settled or withdrawn. If a decision is rendered, the IHO mails a copy of the written, or at the option of the parents, electronic findings of fact and decision to the parent(s) and school district. The district then records the issue decisions, case closed date, and case closure type in the IHRS. If the case is settled, the district enters the date of the settlement agreement as the case closed date. If a case is withdrawn, the district enters the date of the written withdrawal and/or order of termination issued by the IHO as the case closed date. The district is responsible for notifying the IHO when the case is settled or withdrawn.

Entering a Case Closure

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs to be closed.

Step 2: Check to ensure that the following data is entered:

An IHO is assigned to the case (unless the case is withdrawn before the school district has appointed an IHO);
There is at least one issue recorded under Case Issues (unless the case is withdrawn);
An issue decision is recorded for each issue if the case closure type is Actual Decision;
At least one hearing date is entered if the case closure type is Actual Decision;
All hearing dates entered have an indication of whether or not the hearing was held; and
The Resolution Period Result and End date are entered if the case is parent-requested.

Step 3: Use the calendar feature to complete the Actual Record Closed Date and Case Closed Date fields.

Step 4: Click List next to the Case Closure Type field. Click a case closure type.

Step 5: Click Save. The Case Complete indicator changes from N to Y.

Note: The only field in which data can be entered after a case is closed is the Issue Appealed To SRO? field on the Case Issues data screen. Select Y if the issue was appealed to the State Review Office. Select N if the issue was not appealed to the State Review Office.

case-closure-data-fields.jpg

Types of Case Closures
Closure Type	Description
ACTUAL DECISION	The IHO renders a decision and provides copies to the district and the parent. Case Closed Date is the date on the written decision.
SETTLED	The parent(s) and the district reach a settlement agreement outside of the hearing process. The agreement is signed by both parties. The IHO does not render a written decision. At least one case issue must be entered before closing the case.
WITHDRAWN	The party who initiated the hearing withdraws the request. There is written documentation of the withdrawal. The IHO does not render a written decision. If the withdrawal of a request is an action due to a settlement agreement, the case is considered settled and not withdrawn.
INSUFFICIENT REQUEST	The IHO is asked to rule whether the request is insufficient. If the IHO deems the request insufficient, the case is closed.
DISMISSED AT SCHOOL DISTRICT REQUEST	When, after reasonable and documented efforts, the school district is unable to obtain parent participation in the resolution session, the district may request that the hearing be dismissed at the end of the 30-day resolution period. If the IHO supports the district request, the case is closed.
DISMISSED	The IHO dismisses the case. If the IHO renders a written decision, the issue decision DISMISSED is entered for each case issue type and the Case Closure Type is entered as ACTUAL DECISION.
CONSOLIDATED	The IHO determines the case should be consolidated. The district closes the resolution period to the subsequent (new) case as CONSOLIDATED which automatically closes the case.

Extensions

Patti.Rosa-Farleigh — Mon, 09 Dec 2024 15:42:05 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

An extension is an additional period of time beyond the regulatory timeline (compliance date) of the impartial hearing decision due date. Extensions are granted by the IHO at the request of one or both of the parties. An extension may move the compliance date by a maximum of 30 days into the future.

An expedited case cannot be extended.

The IHO is responsible for entering extensions into the Extension Reporting Application. The data entered by the IHO appears under the Case Extensions section of the Case Maintenance screen. Clicking the link for the Extension Identifier under Case Extensions opens the Case Extensions screen where additional information about the extension may be viewed.

case-extension-data.jpg

Amendments

Patti.Rosa-Farleigh — Thu, 21 Nov 2024 20:19:03 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

What is an amendment?

An amendment is a change to the substantive components of a due process complaint including:

A description of the nature of the problem relating to the proposed or refused initiation or change, including facts relating to the problem; and/or
A proposed resolution of the problem to the extent known and available to the party at the time.

If the IHO deems the due process complaint insufficient, the case may either be closed based on that ruling (the complainant may refile at a later date) or the IHO may allow the complainant a specified amount of time to amend the due process complaint notice. If the revised due process complaint results in a determination that the request is sufficient, it is entered in the IHRS as an amended request. This allows the timelines for the resolution period and the decision due date to be recalculated.

An expedited case cannot be amended.

What happens to the timeline when a case is amended?

The timeline recommences on the date the party (e.g., parent) files the amended due process complaint notice with the other party (e.g., district), provided that:

The other party has consented in writing to such amendment; or
The IHO has granted permission for an amendment, which must happen at least 5 days prior to the initiation of the first hearing held.

Timelines do not recommence until the amended notice is filed with the other party. Recalculated timelines are as follows:

If a parent-initiated case is amended during the resolution period, the 30-day resolution period is started again beginning with the date the amended due process complaint notice is filed with the other party. The new resolution period is initiated to ensure the parties have an opportunity to resolve any amended issues in the complaint through a resolution meeting.
If a parent-initiated case is amended after the resolution period has ended and before the first scheduled hearing is held, a new 30-day resolution period begins using the date the amended due process complaint notice is filed with the other party as the start date of the new resolution period. The new resolution period is initiated to ensure the parties have an opportunity to resolve any amended issues in the complaint through a resolution meeting.
If an amendment is entered after the hearing has proceeded past the resolution period and/or the timeline has been extended, the new resolution period to address the amended issue(s) proceeds concurrently while hearing activity is continuing for the nonamended issue(s).
If a district-initiated case is amended, there is no effect on the timeline as a resolution period is not required.

Entering an Amendment

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs an amendment entered.

Step 2: Click New under Amendments.

new-amendment-button.jpg

Step 3: Use the calendar feature to complete the Request Amended Date field. The date entered is the date the party filed the amended due process complaint with the other party.

amendments-data-screen.jpg

Step 4: Click Save.

Step 5: Click the Case Identifier link at the top of the screen to return to Case Maintenance. The amendment data you entered appears under Amendments.

case-maintenance-amendments.jpg

The new resolution period start and compliance dates data appear under Resolution Periods.

new-resolution-period-data.jpg

Hearings

Patti.Rosa-Farleigh — Thu, 21 Nov 2024 20:05:01 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

Types of Hearings

Pendency Hearing

The student must stay in their current placement during administrative and judicial review. Disputes over the nature of a pendency placement should be brought to and resolved by the IHO assigned to the case. A pendency hearing may be held during the Resolution Period.

Pre-hearing Conference

The purpose of a pre-hearing conference includes:

Simplifying and/or clarifying the issues;
Identifying witnesses;
Identifying evidence;
Establishing date(s) for the completion of the hearing; and
Addressing other administrative matters.

The IHO enters a summary of the pre-hearing conference into the record.

Hearing

Both parties agree to participate, with their respective counsel or representative, in a hearing proceeding to present their evidence and witness testimony before the IHO.

When is a hearing entered?

School districts are asked to enter the date of any and all hearings scheduled for the impartial hearing process. A hearing may be entered any time after the date the IHO has been appointed. The IHO provides the district with the dates of all hearing activities. All pre-hearing conferences and hearings may be entered prior to the resolution period ending. However, extensions can only be entered after the resolution period ends.

Entering a Hearing

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs a hearing entered.

Step 2: Click New under Hearings.

new-hearing.jpg

Step 3: Use the calendar feature to complete the Hearing Date field.

Step 4: Go to the Held field. Click the arrow and select Y if you are entering a date for a hearing that was held. Select N if the hearing was scheduled but not held.

Note: You may enter a hearing ahead of time if it has been scheduled but not yet held. If you are entering a future meeting date, skip the Held field. This field needs to be completed before a case is closed.

Step 6: Click Save.

hearings-data-entry-screen.jpg

Step 7: Click the Case Identifier link at the top of the screen to return to Case Maintenance. The data you entered appears under Hearings.

case-maintenance-hearings-data.jpg

Closing a Resolution Period

Patti.Rosa-Farleigh — Wed, 20 Nov 2024 16:05:07 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

Once a resolution period is created in a case, extensions cannot be entered and a case cannot be closed until the Resolution Period Result and Resolution End Date are entered. A resolution period may be waived or shortened by agreement of both parties. Both parties are required to notify the IHO in writing if, at any time, the resolution period is waived.

The resolution period may be ended due to an insufficient request. If the IHO is asked to rule on the sufficiency of a request and deems the request insufficient, the case may either be closed or the IHO may allow the parent a specified amount of time to revise (amend) the request. If a revised request is submitted and an amended date is entered in IHRS, a new resolution period is created in the case (see Amendments).

Entering a Resolution Period End Date and Result

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs the resolution period closed.

Step 2: Click the link for the Resolution Period Identifier under Resolution Periods.

resolution-period-id-link.jpg

Step 3: Check that the resolution meeting data was entered.

Step 4: Use the calendar feature to complete the Resolution Period End Date field.

Step 5: Click List next to the Resolution Period Result field. Click a Resolution Period Result.

Note: Selecting WRITTEN SETTLEMENT AGREEMENT or REQUEST WITHDRAWN closes the resolution period and the case after which no further information can be entered. Enter all resolution meeting data before selecting these resolution period results.

resolution-period-results-list.jpg

Step 6: Click Save.

Step 7: Click the Case Identifier link at the top of the screen to return to Case Maintenance. The data you entered appears under Resolution Periods.

resolution-period-closure-data.jpg

Resolution Period Results
Results	Description
PROCEED TO IMPARTIAL HEARING - RESOLUTION PERIOD ELAPSED.	The 30-day resolution period has elapsed or the district is unable to obtain the participation of the parent(s) in the resolution meeting within the 30-day resolution period. If the district is unable to obtain parent participation, the district may request that the IHO dismiss the case. If dismissed, the district enters the dismissal date as the case closed date and DISMISSED AT SCHOOL DISTRICT REQUEST as the case closure type.
PROCEED TO EXPEDITED HEARING - 15 DAYS ELAPSED	The parties have not reached an agreement and the 15-day resolution period for the expedited case has elapsed.
PROCEED TO IMPARTIAL HEARING AT PARENT REQUEST	The district failed to hold a resolution meeting within 15 days of receipt of the request, and the parent requests the IHO begin the impartial hearing immediately.
WAIVED BY BOTH PARTIES - ENTIRE PERIOD	The district and the parent(s) agree to waive the entire resolution period and begin the hearing process immediately. This may occur within two days of the beginning of the resolution period.
WAIVED BY BOTH PARTIES - REMAINDER OF PERIOD	The district and the parent(s) agree to waive the remainder of the resolution period and begin the hearing process immediately. This may occur after two days of the beginning of the resolution period and before the resolution period compliance date.
WRITTEN SETTLEMENT AGREEMENT	The district and the parent(s) reach a written and signed settlement agreement within the 30-day resolution period. The IHO will not render a written decision. Choosing this selection automatically closes the case as SETTLED on the date entered for the Resolution Period End Date (provided the issue decision SETTLED IN RESOLUTION SESSION is entered).
REQUEST WITHDRAWN	The party who initiated the hearing withdrew the request. There is written documentation of the withdrawal. Choosing this selection automatically closes the case as WITHDRAWN on the date entered for the Resolution Period End Date.
PARTIAL AGREEMENT - PROCEED TO HEARING	The district and the parent(s) came to an agreement on at least one issue. The remaining issue(s) proceeds to hearing. An issue decision of SETTLED IN RESOLUTION SESSION is entered.
CONSOLIDATED	The IHO determines the case should be consolidated. The district closes the resolution period to the subsequent case as CONSOLIDATED which automatically closes the case.
CONTINUE MEDIATION - HEARING TIMELINE ON HOLD	At the end of the 30-day resolution period, both parties agree in writing to continue mediation and delay the beginning of the impartial hearing.

Resolution Period

Patti.Rosa-Farleigh — Wed, 20 Nov 2024 15:36:20 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

A resolution period is an opportunity for the parent(s), member(s) of the committee on special education, and a representative of the school district who has decision-making authority to meet and discuss the complaint to reach a possible agreement before the impartial hearing takes place. A resolution period occurs when a parent initiates a due process complaint. It is a maximum 30-day period beginning the day the district receives the due process complaint from the parent(s). The resolution period for a parent-initiated expedited request is 15 days from receipt of the due process complaint. There is no resolution period with district-initiated requests, and the impartial hearing begins immediately.

Note: The IHRS automatically populates the Resolution Period Start Date and Resolution Compliance Date fields in Case Maintenance based on the request date entered by the district.

Resolution Meeting

Patti.Rosa-Farleigh — Mon, 18 Nov 2024 18:16:19 +0000

Website Content Area:

Special Education

Book Type:

Guide

Paragraphs:

The school district is required to hold a resolution meeting within 15 days of receiving the due process complaint notice from the parent. For expedited impartial hearings, the school district is required to hold a resolution meeting within seven days of receiving the due process complaint notice from the parent. The district's failure to hold the resolution meeting within these timeframes may result in the parent(s) petitioning the IHO to proceed to hearing immediately and waive the remainder of the resolution period.

More than one resolution meeting may be held. Additional meetings must be recorded in the IHRS.

Entering a Resolution Meeting

Step 1: Click Case Maintenance on the IHRS home screen. Open the case that needs a resolution meeting added.

Step 2: Click the link for the Resolution Period Identifier under Resolution Periods. There is only one resolution period unless the parent-initiated case is amended.

С����Ƶ State Education Department - Guide

Entering and Searching Case Data

How do I know if I entered data correctly?

How do I correct a data entry error?

How do I get help?

The IHRS Home Screen

How do I search a case that has been entered?

Data Change Requests

Requesting a Data Change

Checking the Status of a Data Change Request

Mediation

What is mediation?

Entering a Mediation

Entering a Mediation Hold

Closing a Mediation

Closing a Case

When is a case closed?

Entering a Case Closure

Extensions

Amendments

What is an amendment?

What happens to the timeline when a case is amended?

Entering an Amendment

Hearings

Types of Hearings

Pendency Hearing

Pre-hearing Conference

Hearing

When is a hearing entered?

Entering a Hearing

Closing a Resolution Period

Entering a Resolution Period End Date and Result

Resolution Period

Resolution Meeting

Entering a Resolution Meeting

С��Ƶ State Education Department - Guide