Special Education Records Department
Columbus City Schools (CCS) special education department has staff assigned to respond to record requests for Individualized Education Plans (IEPs) and Evaluation Team Reports (ETRs). Maintaining and quickly responding to requests for special education records within a timely manner will ensure there is no interruption in student services when that individual transfers to another school and helps provide proof of a disability to outside organizations.
The special education department receives requests from approximately 240 various entities. These entities may include schools, courts, law offices, universities, county developmental disability offices, and social security. Below is data that has been kept regarding requests that have come through the department
Memo Regarding CCS Staff and Paper Records
All staff are encouraged to use the digital signature feature in IEP Anywhere and any other features that allow them to digitally complete special education documents. The goal is to go completely paperless with all special education documents.
If staff have any documents that have actual ink on paper then those documents can be sent to Hudson for storage. A copy does not need to be put in a cumulative file at the school. Copies of digital documents do not need to be printed out and sent to Hudson since the digital version of that document already exists in IEP Anywhere.
Click the LINK for a copy of this notice.
Requesting Special Education Records
Digitizing Student Records
The special education records department is currently in process of digitizing all IEPs and ETRs. This is a monumental task since CCS has the largest number of special education students within the state of Ohio. The goal is to help increase response times to records requests, prevent loss of records, and to maintain long-term access to the documents. As of September, 2021 there have been 11,042,354 pages scanned and stored digitally. All special education documents prior to 1999 have been digitized. The special education department is continuing to work with contractors to scan and digitally score all records from 2000 to the present.
Record Requests for Current Students
All individuals or organizations are required to use Scribbles K12 transfer website to request special education records for current students. This website provides a more secure system and ensures quicker response times to requests. Click https://transfer.scriborder.com/ to create an account so that you can submit your records request.
Alumni Requesting Records
CCS Alumni can go the link below to begin the process of requesting transcripts, IEPs, ETRs, and other information. Scriborder does not process requests for current students other than IEPs or ETRs. Current students can request records from their respective school.
Download and Send MTSS-IAT Records
MTSS-IAT records are now completed and kept through Infinite Campus. CCS secretaries who wish know whether these forms exist for a student and how to find and download them should watch the video below.
Scanning Paper Documents
CCS staff are able to use copy machines to scan a large number of paper documents. These documents are quickly converted to PDFs and automatically sent to the employee's work email.