ESY Eligibility Window + Decision Rules

Source emails:

• "Sped Info" — Shannon Flaherty, 2025-01-09
• "Sped Reminders" — Shannon Flaherty, 2025-02-20

Annual window

The ESY eligibility window typically opens in early January and closes around April 1. In 2025 it opened in early January and ran until April 1.

"The ESY eligibility window is now open and will remain open until April 1st. Please complete the eligibility page on all IEPs moving forward."

The exact open and close dates rotate year-to-year — Shannon will email when it opens. Search:

scan-mail --sender flaherty --keyword "ESY eligibility" --since 2025-09-01

Decision rules

Rule 1 — It's a TEAM decision, not a case-manager decision

"If you are considering ESY for a student you case manage, please check in with the IEP team, including RSPs ahead of the meeting."

"If you are considering a student for ESY, please speak to other teachers/providers working with the child. It is a team decision."

Rule 2 — Base it on data + need, NOT anticipated attendance

"All decisions should be based on data and student need for ESY. Anticipated attendance or non-attendance is not a factor."

If the data supports ESY eligibility, mark them eligible. If the family later decides not to attend, that's handled separately via the ESY-decline PWN — it does NOT factor into the eligibility decision.

Rule 3 — Look beyond the obvious candidates

"While students in ELS and SLS are our primary ESY candidates, there are some students in gen ed who may be eligible (I'm specifically thinking of some 3rd and 1st graders)."

Don't auto-exclude gen-ed students from ESY consideration. The criteria are regression and recoupment risk, not program placement.

Rule 4 — ESY-eligible = transportation-eligible

"Remember that all students found eligible for ESY are also eligible for ESY transportation."

Don't forget to flag this for families.

Workflow during the window

1. For every IEP you finalize while the window is open: complete the ESY eligibility section.
2. Before the meeting: discuss with the IEP team (gen ed teacher, RSPs, related-service providers).
3. At the meeting: document the team's decision and rationale (data-based).
4. If eligible: family is notified and given option to attend.
5. If family declines: issue ESY-decline PWN, log the conversation in parent communication log.

After the window closes (post April 1)

Eligibility decisions for ESY are locked. Late additions require special process — ask Shannon.

ESY portfolio (for eligible students who WILL attend)

Separate workflow — see esy-portfolio.md. Due in late spring.