Specifications include, but are not limited to: The PROVIDER shall provide continuous and uninterrupted surrogate parent services for the duration of this Agreement. Services shall be made available in all schools of the HIDOE, including public charter schools. The PROVIDER is to implement the detailed plan as presented in the proposal, which is incorporated in this Contract by reference, unless otherwise specified in this contract. Surrogate Parent shall engage in at least one contact, either direct or indirect, as described below, to all student cases assigned to the Surrogate Parent member each month school is in session. 1. Case Referrals A case referral is a request initiated by the public school at the time a student requiring surrogate parent services is first identified. The public school must submit a written referral form to the PROVIDER (i.e. DOE Form 0-51) to initiate the request. Upon receipt of the referral, the PROVIDER shall review the referral and respond to the public school request for service within two (2) working days of the request for services. PROVIDER response may be in the form of a fax, confirmation phone call, or in writing via email or letter and the original form completed and returned to the public school. Within one week of Surrogate Parent case assignment if not sooner, the Surrogate Parent will contact the referring school personnel to begin the process of case coordination and working with the school. 2. Direct Services Direct services are face to face contact time with students, school personnel, or other participants involved in the student's case. Direct services would be approximately 15- 20 (fifteen-twenty) hours a week, or upon approval of the PROVIDER and would encompass the following: a. Attend and participate in IDEA and 504 meetings related to the development (i.e. student support team, eligibility) and implementation of an IEP or MP and may include the development of a Functional Behavioral Assessment/Behavioral support plan, transition meetings, non-IDEA and 504 meetings such as Coordinated Service Plan, Treatment Team, parent/teacher conference b. Coordinate with the public school an interview and/or observation of the student(s) in the classroom(s) c. Develop, communicate and maintain cooperative relationships with all providers of educational services to the student(s) d. Consult with service providers, independent consultants 3. Indirect Services Indirect services would be approximately 10-15 (ten-fifteen) hours a week, or upon approval of the PROVIDER and would encompass the following: a. Monitor educational progress of cases b. Telephone contact with collateral contacts c. Collect, prepare and maintain student related documentation in case records and/or work area d. Review case related documents, (i.e. referrals, evaluations, IEPs and Prior Written Notices). e. Prepare correspondence, reports and other materials as necessary for the provision of service f. Travel time g. Obtain educational information pertaining to each student from the school or district office 4. Administrative Services Administrative services would be approximately 5 (five) hours a week, or upon approval of the PROVIDER and would encompass the following: a. Supervision b. Attend Staff meeting(s) c. Staffing the agency office to be available for telephone inquiries, faxes and communications from the schools regarding referral procedures, case assignments, etc. d. Time records e. Plan the recruitment and screening of applicants and the training of prospective Surrogate Parents f. Maintain assigned files, records and work area(s) g. Prepare various reports h. Duplicate copies of materials i. Compile monthly population reports (i.e. student data statistically reported in agency database) and caseload updates (i.e. notification of changes in the appointment of a Surrogate Parent (case transfer) or case closure) j. Maintain a running list of all referrals and students k. Maintain confidential records in an appropriate fashion l. Miscellaneous
