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Beginning of Year

Review the 504 Accommodation Plans for incoming students and Request additional documentation if needed.
Transcribe incoming plans into Aspen explaining this in the plan and minutes and make it active, so the alert will be present in Aspen.
Identify all faculty supporting each student that has a 504 plan:

Provide each faculty member with a copy of the 504 Plan
Notify them that the 504 documentation is confidential, should be maintained in a secure location, and shared only with others who have a need to know.
Consider having them sign acknowledgement of receiving the plan and explanation of expectations for data collection.
For incoming non-DoDEA plans, notify them that a meeting will be held within 30 school days to develop an updated plan that fits DoDEA’s requirements and the student’s needs as shown during at least the first 15-20 school-days leading to a draft plan that will be developed with their input and support.
Encourage them to reach out to the family regarding the 504 Plan

Communication between those providing the accommodations and the parents directly is best practice.
This is also a simple way to let parents know that 504 Plan has been received and will be followed.

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504 Development and Monitoring

This form can be used as a guide and self-monitoring tool. It will be completed by your ISS to help build capacity and to provide assistance with draft plans. Items in red provide additional guidance. Please contact your ISS about new plans and drafts.

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504 Referral Reminders

For every 504 Accommodation Plan referral, a team meeting MUST BE convened, to include the student's parent, to determine eligibility.

A referral may be initiated by a parent, teacher, student, counselor, administrator, other school personnel, medical agency, or community agency staff.

A referral must be in writing, or in another manner agreed to between the referring individual and the school official accepting the referral.

When there is doubt whether the student's suspected disability is more appropriately addressed by a 504 Accommodation Team or a CSC, the student should be referred to the CSC.

For every 504 referral, an evaluation is required. This may include: review of records, teacher observations and reports, relevant medical documentation, academic achievement, formal evaluation (consent is required), etc.

Parent presence is required when the 504 Accommodation Team convenes to determine eligibility.

Referrals for 504 Accommodation Plans are handled in a timely manner.

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Other Section 504 Reminders

A 504 Accommodation Team should include persons knowledgeable about the student, disabilities, evaluations, and accommodations.
Parent presence is required when the 504 Accommodation Team convenes to determine eligibility.
The school faculty needs to be aware of the 504 referral process at your school.
As 504 Plans affect system-wide testing through the transfer of accommodations to the testing platform, it is imperative that plans are correctly entered into Aspen and that each student have only one accommodation plan (not 504 and IEP or ESOL). All needs must be covered in one plan.

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Section 504 Team Members

Section 504 Team Members: By regulation, the Section 504 Committee is a group of knowledgeable people. Within the group, each required type of knowledge must be present. List each member attending and check the area of knowledge each provides (attach an additional sheet if necessary) Each required area of knowledge must be present on the committee.
Name	Position/Title	This person has knowledge of...
			The Child
			The meaning of the evaluation data
			The placement options
			The Child
			The meaning of the evaluation data
			The placement options
			The Child
			The meaning of the evaluation data
			The placement options
			The Child
			The meaning of the evaluation data
			The placement options

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Beginning of the Year, 504 Team Business Meeting

Designate recorder/minutes taker for the meeting
504 Trainings: New

Are there new members who require training?
Have standing members reviewed the training in the past 12 months?

Review Administrative Instruction 2500.14 (DoDEA Section 504) each school-year.
Review Current/Active 504 Accommodation Plans

Identify faculty supporting each student
Review dates - ensure all plans are within compliance of annual review date
Set annual review meeting dates
Ensure that NO students have both an active 504 Plan and an IEP

Request and review 504 plans for newly enrolled students.

Identify faculty supporting each student
Set 504 Plan meeting within 30 days of school enrollment for each plan

All Meetings:

New document in Aspen - need electronic historical record
Team Coordinator designates minute taker- minutes must be connected to the plan in Aspen.

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Storage of 504 Documents

From 2500.14 Nondiscrimination and 504 Accommodation on the Basis of Disability in DoDEA Conducted Education Programs and Activities

Page 13

8. RECORDS MANAGEMENT.

a. General Student Records File (Cumulative File). The student's 504 Accommodation Plan is filed in the general student records file (cumulative file). A copy of 504 Accommodation plan may also be filed in the Student Health Records File.

b. Student Health Records File. Supportive documentation related to a student's eligibility for a 504 Accommodation Plan and its modification is to be maintained in the student health records file. Included in this file are the minutes of 504 Accommodation Team, evaluation materials, assessments, reports, and similar sensitive information about the student.

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Section 504 Resources

504 folder in the Pac East Google Shared Drive

504 Teams Drive

504 Team Group Code in Schoology: ZXW6B-F262R

Mary-Lorraine Cox, MA, NCSP

ISS for School Psychologists, School Nurses;

504, Crisis and SS Teams

DoDEA Pacific East

225-6401 or 225-3940

mary-lorraine.cox@dodea.edu

Teams Chat or Call

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