Occupational/Physical Therapy Services and

Supports
Referral Process and User Guide
________________________________________

TABLE OF CONTENTS:

I. SCOPE OF SERVICES AND SUPPORTS

 Services and Supports for Students with IEPs
 Supports for Students with 504s
 Location of Offices and Contacts

II. REFERRAL PROCESS

 Pre-referral Collaboration
 Electronic Referral Form

III. IEP TEAM SCREENING MEETING

 OT/PT Assessments

IV. DETERMINING ELIGIBILITY

V. ANNUAL REVIEW MEETINGS

 IEPs
 504s

VI. REEVALUATION PROCESS

I. SCOPE OF SERVICES AND SUPPORTS

Both OT & PT are related services under Individuals with Disabilities Education Act
(IDEA). Related services are provided to help a child with an educational disability
benefit from his/her special education program in the least restrictive learning
environment. OTs & PTs address performance skills when a child’s disability impacts or
compromises their ability to access, participate, and/or make progress in their natural
learning environments. Services are provided by licensed therapists and may include
direct instruction, classroom observations and services on behalf of the student.

General Education supports are offered by OTs and PTs via student observations if the
data supports that a student is struggling in the classroom due to poor fine/visual motor
skills, sensory processing concerns and/or gross motor concerns. These supports can
be generated by the school-based teacher or SST team. The therapist can make
recommendations for the teacher, but they cannot provide direct intervention.

Referrals for “Observations” should be primarily limited to students who do not qualify for
special education testing or services, but are experiencing a specific difficulty within the
school environment that could be addressed by an occupational therapist or a physical
therapist. A meeting to discuss concerns should be scheduled with the OT and/or PT,
appropriate school staff and parent(s). If appropriate, an observation for OT and PT
should be recommended and form SE: 2 – Parental Consent for Evaluation should be
completed: http://education.fcps.org/specialeducation/ParentalConsentEval.
After completion of the observation, a meeting can be scheduled to review the
recommendations in the observation report. It is the responsibility of school staff to carry
out the recommendations.

Services and Supports for Students with IEPs

Students with OT and/or PT related concerns who are receiving special education
services or being tested to determine whether they qualify for special education services
or a 504 Plan can be referred for OT and/or PT assessments. Students can receive OT
and/or PT services after they have been found eligible for special education services. The
need for OT and/or PT services is based on whether the unique expertise of the therapist
is required for the student’s educational participation. OT/PTs provide direct intervention
for IEP goals and interventions for student IEP goals and interventions. The IEP team
determines and documents indirect services, supplemental aids & services,
accommodations, and related services on the student’s IEP.

Supports for Students with 504s

Students with 504 plans may require access accommodations to include OT and/or PT
supports. Supports may include, but are not limited to, training school-based staff and
making period school visits to ensure appropriate equipment use. If the 504 team feels a
student requires an OT and/or PT assessment, they need to follow the special education
referral process outlined in this document.

Location of Offices and Contacts

Occupational and Physical Therapists are housed at the Frederick County Developmental
Center which is part of the Frederick County Health Department, 350 Montevue Lane,
Frederick Maryland, 21702. Occupational and Physical Therapists are assigned to each
school in Frederick County. Student questions and concerns can be directed to your
assigned OT/PT or Steve Buckley- OT/PT Supervisor 301-600-3233.
II. REFERRAL PROCESS

Pre-referral Collaboration

• If the data supports an OT/PT assessment, a school-based special education

teacher will contact the appropriate assigned therapist.
• During this time, the OT/PT and special education teacher will discuss the student
concerns. The OT/PT will also advise the teacher of student OT/PT testing process,
if appropriate.
• To be eligible for school OT and/or PT assessments, students must be in the
process of being tested (as part of initial eligibility for special education services) or
identified as having a disability that interferes with education under the criteria of
IDEA.

Electronic Referral Form

• The special education teacher will be directed to view the referral form for an OT/PT
assessment which can be found on the FCPS website.
• The IEP team should complete the form at the IEP team screening meeting.
• An IEP screening meeting should be scheduled to obtain parental permission to
proceed with the OT/PT assessment.

III. IEP TEAM SCREENING MEETING

OT/PT Assessment

• OT/PT assessments will be discussed during the screening meeting. These

assessments are completed to determine the impact that motor skills are having on
the student in the classroom.
• If the team recommends OT and/or PT assessments, the special education teacher
will then complete the referral form found online, appropriately checking OT and/or
PT Assessments.
• A copy of the referral form will be submitted to
FCDCreferral@FrederickCountyMD.gov
• Parental permission and meeting notes are required to be submitted to Carolyn Best
at Frederick County Developmental Center via fax at 301-600-3280, the courier
ATTN: Carolyn Best, or sent via email to FCDCreferral@FrederickCountyMD.gov

IV. DETERMINING ELIGIBILITY

• The OT/PT will complete the assessment within the initial eligibility timeline.
• An IEP team meeting will be held to review the assessments when they are
completed.
• Eligibility for OT and/or PT services is not based on specific test scores or
discrepancies; rather, they are based on whether or not the unique expertise of the
therapist is required for the student’s educational participation.

V. ANNUAL REVIEW MEETINGS

IEPs
• The OT and/or PT must be included in all annual IEP meetings when a student has
direct or indirect OT and/or PT services.
• The therapist will update the goals, services, and accommodations relating to the
student’s motor skills, as appropriate.

504s

• The OT/PT will be included in yearly 504 meetings for students with
accommodations and/or modifications related to OT and/or PT.
• The itinerant will consult with the 504 Team, as needed.

VI. REEVALUATION PROCESS

• When a student with direct or indirect OT and/or PT services is up for re-evaluation,
an OT and/or PT will need to be included at the IEP meeting in order to discuss the
need for updated assessments.
• If assessments are recommended, the therapist will have 90 days to complete and
submit the report.
• The special education teacher will complete the referral form found online, checking
OT and/or PT Assessments.
• A copy of the referral form will be submitted to
FCDCreferral@FrederickCountyMD.gov
• Parental permission and meeting notes are required to be submitted via:

the courier Carolyn Best at Frederick County Developmental Center

fax 301-600-3280 ATTN: Carolyn Best at Frederick County Developmental Center
email FCDCreferral@FrederickCountyMD.gov