Screening for Educational Stability (During Placement and Transition)

Pipeline 08B

Transparency note: education records are subject to FERPA restrictions and may lag due to inter-agency verification. We annotate gaps or unlinked transcripts and mark any series breaks following changes in data exchange agreements.

Overview

Educational stability ensures that youth retain earned credits and maintain school engagement when moving through detention, placement, or reentry. Screenings conducted at intake or placement help identify school of origin, credit status, and special education needs. This page summarizes how screenings occur, what data are collected, and how coordination supports reentry and credit recovery.

What We Track

Education Screening (within 5 days of intake)

Current enrollment verified (sending LEA identified)
Credits earned & grade level confirmed
IEP/504 status checked; latest plan date captured

Credit Audits & Transfers

Transcript request sent (date, method, receiving contact)
Transfer timeliness tracked (request → receipt; posting date)

Special Education Continuity

IEP services implemented (service minutes/week logged)
Meeting schedule maintained (annual/triennial deadlines)
Accommodations delivered across transitions (documentation attached)

Re-entry Coordination (within 10 days of release)

Education liaison / transition coordinator assigned (name, contact)
Enrollment completed within 10 days (date recorded)
IEP/504 & credits posted at receiving school; schedule finalized

Cross-System Data Sharing

Active interagency MOUs for education data exchange (FERPA/HIPAA alignment)
Secure transmission used (SFTP/portal); access logs maintained

Typical Flow

At placement intake: conduct education screening
- Verify enrollment, credits, grade, and IEP/504 within 5 days
Request records from sending LEA
- Send transcript/IEP requests; track response times & confirmations
Audit & plan instruction for credit protection
- Identify credits at risk; align course schedule; document IEP services
During placement: monitor attendance, IEP adherence, and credit accumulation
- Log missed services; trigger make-up minutes and team follow-ups
At transition: complete re-enrollment within 10 days
- Verify transcript posting & continued services; schedule a 30-day check

Fields

Field	Type	Required	Codeset	Description
pipeline_place_id	uuid	✅	—	Unique identifier for this education-stability record.
pipeline_stage_id	enum	✅	stages.yml#stage_key(8) intake detention adjudication disposition supervision commitment_and_placement reentry closure	One of the eight canonical stages.
pipeline_place_key	enum	✅	pipeline_places.yml#place_key(45) intake pre_petition_diversion_and_deflection diversion youth_assessment_tools prosecutorial_screening status_offenses adjudication case_planning family_engagement case_timeliness language_access restorative_justice detention_screening community_atds electronic_monitoring court_appearance_and_fta initial_hearing pretrial_supervision probation intensive_supervision …and 25 more	Canonical key for this place (maps to route/slug).
youth_id	string	✅	—	Salted/hashed or state UID. No plaintext PII.
staff_id	string		—	Lead education liaison or assigned coordinator (staff_id only).
occurred_datetime	datetime	✅	—	Timestamp the education screening workflow was opened (usually placement intake).
jurisdiction_code	string	✅	—	County/parish/circuit or standardized local code.
legal_case_id	string		—	Case/docket identifier, if applicable.
source_system	string	✅	—	Origin system name.
source_file	string		—	Source batch/file id if flatfile.
extract_run_id	string		—	ETL run id for lineage.
series_break_flag	boolean		—	Comparability break applies to this row.
series_break_reason	enum		series_breaks.yml#reason(4) definition_change vendor_change coverage_change policy_change	Reason for break (policy/process/tool change).
screening_due_date	date		—	Due date for 5-day intake education screening.
screening_completed_date	date		—	Date screening was completed.
current_enrollment_verified_flag	boolean		—	Current enrollment status verified.
sending_lea_id	string		—	Identifier for sending LEA/district.
grade_level_code	enum		grade_levels.yml#grade(16) k grade1 grade2 grade3 grade4 grade5 grade6 grade7 grade8 grade9 grade10 grade11 grade12 ged postsecondary unknown	Confirmed grade level at intake.
credits_earned_to_date	number		—	Cumulative credits confirmed at screening time.
iep_504_status_code	enum		iep_504_statuses.yml#status(4) none iep_active 504_active pending_evaluation	none, iep_active, 504_active, pending_evaluation.
latest_iep_plan_date	date		—	Date of the most recent IEP/504 plan.
transcript_request_date	date		—	Date transcript/records request sent to sending LEA.
transcript_request_method_code	enum		transmission_methods.yml#method(6) sftp secure_portal encrypted_email fax mail other	Channel used (sftp, secure_portal, encrypted_email, fax, mail, other).
transcript_receipt_date	date		—	Date transcript received.
transcript_posted_date	date		—	Date credits were posted to the placement/receiving system.
receiving_school_id	string		—	Identifier for the school that will enroll post-release.
iep_services_implemented_flag	boolean		—	IEP/504 services initiated/continued in placement.
service_minutes_planned_per_week	integer		—	Planned service minutes per week.
service_minutes_delivered_per_week	integer		—	Delivered service minutes per week (latest week recorded).
missed_service_minutes_week	integer		—	Minutes missed in the latest week (for make-up tracking).
sp_ed_meeting_deadline_type_code	enum		meeting_deadline_types.yml#type(2) annual triennial	annual or triennial.
sp_ed_meeting_deadline_date	date		—	Next due date for required IEP meeting.
accommodations_document_id	string		—	Document/ref id for accommodations continuity proof.
transition_coordinator_staff_id	string		—	Staff id for transition coordinator (no names/emails).
release_reference_datetime	datetime		—	Discharge/release datetime from placement (for validation reference).
re_enrollment_completed_date	date		—	Date school enrollment completed (target ≤10 days from release).
iep_504_posted_flag	boolean		—	IEP/504 plan posted at receiving school.
credits_transferred_posted_flag	boolean		—	Credits posted at receiving school.
schedule_finalized_date	date		—	Date student schedule finalized at receiving school.
followup_30d_due_date	date		—	Due date for 30-day check after re-enrollment.
interagency_mou_active_flag	boolean		—	Active MOU covering education data exchange.
privacy_alignment_code	enum		privacy_alignment.yml#alignment(4) FERPA_only FERPA_plus_HIPAA state_specific other	FERPA_only, FERPA_plus_HIPAA, state_specific, other.
secure_transmission_method_code	enum		transmission_methods.yml#method(6) sftp secure_portal encrypted_email fax mail other	Channel used for record exchange (if different from request).
access_log_id	string		—	Access log identifier for the transfer event(s).
Download CSVwhat_we_track.csv

Data & Methods

Education screening indicators are recorded at intake or placement events. Credit audits measure request-to-receipt lag in days. IEP continuity is tracked as a binary flag for uninterrupted service. Data linkage between justice and education systems follows protocols in Data Linkage & Integration and Data Governance & Ethical Integration. FERPA and disclosure controls align with Data Privacy & Disclosure Control. Small-n suppression applies to LEAs or facilities with fewer than five youth per reporting window.

EDORA • Learn