Closing a Case

Step 1.

Log onto IHRS.

Step 2.

Find and open the specific case you wish to close.

Step 3.

As you scroll down the Case Maintenance screen check to ensure that IHO contact and IHO Appointment information is entered and, if this is a parent requested case, that the Resolution Period Result and End date are entered.

Step 4.

Scroll down to the Case Issues section. If all case issues have not been entered, enter them at this time. Ensure that Issue Decisions are entered only for issues where a decision has been rendered by the IHO. See Maintaining a Case: Case Issues: When to Enter an Issue Decision for more information.

Step 5.

Scroll up to Case Closure Type and Case Closed Date fields.

Step 6.

Click on the List button next to the Case Closure Type field and select a closure type.

Case Closure Types
A case may be closed during or after the Resolution Period. It may be closed in the different ways listed below. The Case Closure Type is a required field to close a case in IHRS.

Actual Decision: The impartial hearing officer has rendered a decision and provided copies to the district and the parent. Case closure date is the date on the written decision. 

A case with this Case Closure Type must have at least one but may have more than one Issue Type and Issue Decision.  Please see Maintaining a Case: Case Issues for more information.

Settled: The district and the parent have reached a settlement agreement outside of the hearing process. The agreement is signed by both parties. The IHO will not render a written decision. At least one Case Issue Type must be entered before closing the case with this Case Closure Type. See Maintaining a Case: Case Issues: Steps to Enter a Case Issue for more information.

Withdrawn: The party who initiated the hearing has withdrawn the request. There is written documentation of the withdrawal. The IHO will not render a written decision. If the withdrawal of a request is an action due to a settlement agreement the case is considered settled and not withdrawn, please see Case Closure Type “Settled” above.

Insufficient Request:  The IHO is asked to rule whether the request is insufficient. When the IHO deems the request insufficient the case is closed using this Case Closure Type. 

Dismissed At School District Request:  When, after reasonable and documented efforts the school district is unable to obtain parent participation in the Resolution Session, the district may request that the hearing be dismissed at the end of the 30-day Resolution Period. If the IHO supports the district request the case is closed using this closure type.

Step 7.

Click on the CAL button next to the Case Closure Date field and enter date.  In most instances the date on the written documentation is Case Closure date, for example the date on the IHOs decision is the Case Closure date an Actual Decision case closure.

Step 8.

Take a look at your data to make sure it is accurate.

Step 9.

Click Save.

Step 10.

A pop-up message will appear confirming whether you wish to continue in closing the case – click OK and click Save again.

Step 11.

A "Success!" message appears at the top of the screen indicating that the case issue has been successfully entered. If this does not occur, the resulting error message will provide guidance about next steps.

Note: If you do not receive either a "Success" message or a resulting error message click Refresh on your browser's tool bar to confirm your data was entered.

Please see the Troubleshooting Checklist in this section for more information.

Step 12.

Click on the Case Identifier: [Case No.] link at the top of this screen to return to the Case Maintenance screen or click on Menu to return to the IHO Main menu.

Field Name

Description

Actual Completion Date

The date the district completed the action as directed by the IHO (examples: provide transportation, conduct an evaluation, reimburse parents).

Issue Appealed to SRO?

The date the IHO’s decision was appealed to the State Review Office by either party.

Select Y if the issue was appealed to the State Review Office. Select N if the issue was not appealed to the State Review Office.

Note: The default value is blank. Leave blank unless you are sure the case has been appealed.

Appoint a hearing officer?

Close the Resolution Period?

Enter Case Issue information (including issue decision, etc.)? 

Enter Hearing information? (If the Case Closure Type is Actual Decision, please indicate at least one hearing and enter Y/N if hearing has been held or not.)

Enter Y/N in "District Action Required"? (If the Case Closure Type is Actual Decision, please indicate whether district action is required or not.)

Enter "Dismissed" as an Issue Decision for each issue entered if the case was dismissed?

Enter at least one Case Issue with an Issue Decision of "Settled In Resolution Session" if the Resolution Period ended with a "Partial Agreement"?

Enter at least one Issue Type? (Issue Decisions are not entered for Settled cases)

Enter at least one issue marked "Settled in Resolution Period" if Resolution Period ended with "Partial Agreement" and at least one Issue Type with no Issue Decision?

Enter "Case Closed Date" (the date the district received the written settlement)?

Receive withdrawal documentation in writing?

Enter the "Case Closed Date"? (The date of receipt of the withdrawal documentation)