School staff (admin/counselor/etc.) member that oversees 504s completes the district referral request form to have a student added to Embrace.

Staff member (that made the request) gets an email notification from SPED department letting them know that the student has been added to Embrace.

School team holds a 504 meeting and collects all signatures and uploads any relevant documentation (from the meeting) into Embrace.

If the student is eligibile for a 504 contact the SPED department so the proper changes can be made.  

If the student is no longer eligibile for the 504 or now has an IEP please contact the SPED department so the 504 can be deactivated.  

Make sure all of this is documented in the additional notes so the parent is aware of the changes and so the student can be coded correctly.

Original documents (from the meeting) are sent to the SPED department at Central Office within a week of the meeting.

Accommodation Checklists (Optional): At the completion of the Trimester (elementary) or semester basis (secondary) original 504 Accommodation Checklists are completed at the building, signed by providers, and originals are sent to the Central Office SPED department. Documents need to be scanned and uploaded into Embrace as well (to log data and accommodations provided).

If your team determines not to utilize the accommodation checklist system, work as a building level team to determine a mechanism to track the accommodations provided/success rate.  This information will help the team determine which accomodations should remain (going forward) and will serve as a record should parents/outside providers request that information.

Central Office SPED department will review 504 paperwork to verify if a student is still eligible for a 504 or not (E-school/Embrace will be updated to reflect that).  Records will be maintained for 5 years after the student has moved or graduated.

All record requests regarding 504s will go through the SPED department at Central Office who can provide original documents to the requesting party.

If a student transfers from one D 100 building to another please make sure to have the LEA contact the receiving school to let them know they will be getting a student that has an active 504.