Advanced Academics Identification and Placement for Private/Home Schooled

Private/Home School Families: Identification and placement process for full-time services. Students must be enrolled in FCPS prior to applying for part-time services.

Private and Home School Students: Screening files for Level IV Services are accepted on October 30-31, 2017, and January 25-26, 2018. Parents of students in Grades 2-7 may apply for full-time placement.

All decisions regarding full-time placement in Advanced Academic Programs are made by a central selection committee. Parents or guardians of a student who resides in Fairfax County but is not attending FCPS have two opportunities during the school year to have their child screened for eligibility for full-time Level IV. The screening timeline and documents needed for the screening file are listed below.

Timeline

Fall 2017

  • October 30-31, 2017:
    • Parents of students not attending FCPS submit screening files (8:30 a.m. – 3:30 p.m.)
    • All screening files must be delivered in person to the Advanced Academic Programs Office at Willow Oaks (8270 Willow Oaks Corporate Drive, Fairfax, VA 22031) during the designated times.
  • December 2017: Central Selection Committee meets
  • January 2018: Eligibility decisions mailed
  • January 16, 2018: Appeals due to AAP office
  • January 30, 2018: Eligible students in Grades 3-8 may attend full-time AAP sites beginning second semester.

Spring 2018

  • January 25-26, 2018:
    • Parents of students not attending FCPS submit screening files (8:30 a.m. – 3:30 p.m.)
    • All screening files must be delivered in person to the Advanced Academic Programs Office at Willow Oaks (8270 Willow Oaks Corporate Drive, Fairfax, VA 22031) during the designated times.
  • March 2018: Central Selection Committee meets
  • Early April 2018: Eligibility decisions mailed
  • April 17-27, 2018: Full-time AAP orientations held at Level IV sites (elementary school only)
  • May 11, 2018: Appeals due to AAP office
  • Fall 2018: Eligible students in Grades 3-8 may attend full-time AAP sites beginning first semester.

Screening File

Multiple sources of information are reviewed to determine eligibility for placement in full-time AAP Level IV services. A screening file must be prepared for evaluation by the countywide central selection committee. A checklist of screening file documents is listed below. Parents or guardians of students NOT attending FCPS are responsible for compiling the screening file. An explanation of file preparation and document compilation follows the checklist.

Documents (in order):

  • Required:
    • $100 check payable to FCPS
    • Proof of Residency (driver’s license, lease, phone bill, etc.)  - Show to AAP staff for verification - a copy is not required for the file
    • Advanced Academic Programs Summary Sheet
    • Advanced Academic Programs Level IV Referral Form (must be completed and signed)
    • Gifted Behaviors Rating Scale with Commentary - Completed by teachers(s) from school and provided to the parents. For home school students, this may be completed by a tutor, coach, or the parent/guardian. May be submitted in a sealed envelope if necessary to comply with individual private school policies.
    • Ability Test Scores** from at least one of the approved tests - Provided by school, GMU, or state-licensed psychologist (copy of license must accompany results)
      • Cognitive Abilities Test (CogAT)
      • Naglieri Nonverbal Ability Test (NNAT)
      • Wechsler Intelligence Scale for Children (WISC V)
      • Contact the AAP Office regarding other ability tests
    • Report Cards for at least 1½ years
  • Optional:
    • Achievement Test Scores
    • Parent/Guardian Questionnaire
    • Student Work Samples*** - limit 6
    • Student Awards or Commendations**** - limit 5

**All screening files must include a testing report with scores for at least one FCPS approved ability test. Ability tests do not expire - test scores from previous years are acceptable. Test results need to be reported in ability index format as well as percentile.

Testing is accepted from:

  • GMU through the Cognitive Assessment Program (703-993-4200). GMU offers group testing at no charge for children who qualify for free or reduced lunch.
  • a private, state-licensed psychologist. A copy of their license must accompany results. Test results need to be reported in ability index format as well as percentile.

***Original stories, artwork, and other student work may be submitted in black and white or color, reduced or enlarged from the original, but must be single-sided on standard 8½“ x 11” writing, copying, photographic, or bond paper. Large/oversize pages, small pages, cardboard, tag board, or construction paper may not be submitted. Larger/smaller pages, projects, and photographs may be photocopied onto standard paper. Videos, DVDs, three-dimensional art, spiral paper, notebooks, pocket folders, and two-sided pages may not be submitted. Work will not be returned.

****Student Awards may be submitted in black and white or color, reduced or enlarged from the original, but must be single-sided on standard 8½“ x 11” writing, copying, photographic, or bond paper. Examples may include: certificates, awards, honors, accomplishments, letters of commendation, report of participation in advanced academic programs, and academic extracurricular activities. Letters of commendation may be handwritten or typed from adults who know the student, including parents or other relatives, music or art teacher, coach, etc.

Forms

Preparing an AAP Screening File

Parents or guardians are responsible for obtaining all documents prior to the due date. Scheduling, testing, and obtaining individual and group test results and school records may take several weeks. Partial files may not be submitted and timeline extensions are not available in order to obtain required documents. Materials may not be faxed, mailed, or submitted electronically. Once screening files are submitted, additional materials cannot be added.

  1. Prepare a screening file by labeling the tab of an 8½” x 11” standard manila file folder as follows.  

    Student’s LAST NAME       FIRST                             MI
    Current Grade                    Attending School            Local FCPS Base School
     
  2. Place the materials listed in the above checklist in the file folder in order.
     
  3. Retain a copy of the screening file; submitted files are not returned.

Submitting a Screening File

Parents or guardians must hand deliver the original screening packet to the Advanced Academic Programs office at 8270 Willow Oaks Corporate Drive, Fairfax, VA 22031, according to the timeline above. Proof of Fairfax County residency is required at time of submission as well as a $100 processing fee. Please make checks payable to FCPS (no cash or credit). The file will be checked for completion at the time of delivery and a receipt provided. Files will not be returned, so please make copies prior to delivery.

Screening Process

Central Selection Committee

To determine student eligibility for full-time Level IV placement, a central selection committee evaluates all available data using a holistic approach and looks for compelling evidence that a child’s needs cannot be met in a general education classroom. This countywide committee is composed of administrators, counselors, principals, teachers, school psychologists, and program specialists. No specific score on any one measure determines eligibility. Due to the size of the district, number of files screened, and timeline for screening process, the committee does not produce individual eligibility reports.

Oversight Committee

The oversight committee reviews all ineligibility decisions. The committee monitors the consistency of the selection committee and may identify additional students who have profiles similar to the profiles of those found eligible.

Parent/Guardian Notification

Decisions are not released by phone, fax, e-mail, or in person.

Local schools are notified of all eligible decisions. The AAP office mails eligibility decisions and an AAP Level IV Permission for Placement Form to parents or guardians of eligible students. Eligible students are invited to attend an orientation at their assigned AAP Level IV site in April.

The AAP office also mails letters to parents or guardians of ineligible students. This letter contains appeal information.

Students Found Eligible

Full-time AAP Level IV placement is available for all students found eligible. Written permission from parents or guardians is required for placement by submitting a completed permission form to the AAP Office. Transportation is provided by FCPS to the assigned AAP Level IV site.

Students retain full-time eligibility through eighth grade. If parents or guardians defer eligibility at the time of notification, eligibility may be reactivated by submitting to the AAP office an AAP Level IV Reactivation Form (available below). A copy of the eligibility letter should be included with the request.

Students who are found ineligible may be considered for part-time, school-based advanced academic services at the local elementary school, or enroll in Honors classes at the local middle school. Parents or guardians of ineligible students may also refer their child for full-time AAP Level IV screening during the next screening cycle according to the published timeline.

Students Found Ineligible

Students who are found ineligible may be considered for part-time, school-based advanced academic services at the local elementary school, or enroll in Honors classes at the local middle school. Parents or guardians of ineligible students may also refer their child for full-time AAP Level IV screening during the next screening cycle according to the published timeline.

Appeals for Students Found Ineligible

Only parents or guardians may submit an appeal. Appeal information is contained in the ineligibility letter that is mailed to the parents or guardians. Appeals may only be from the most recent screening cycle and must contain new information not contained in the original screening file. The new information along with the AAP Level IV Appeal Form (available below), is submitted to the Advanced Academic Programs office according to the deadline in the ineligibility letter.

The AAP office convenes a screening appeals committee to review appeal packets submitted by the deadline. Appeals committee decisions are final. The AAP office notifies parents or guardians and the local school of the appeals committee decisions. Full-time Level IV placement is offered to students found eligible upon appeal. Students found ineligible upon appeal, upon enrolling in FCPS, may be considered for part-time school-based services at the local elementary school, or enroll in Honors classes at the local middle school. Parents or guardians of these students may also refer their children for full-time Level IV screening during the next screening cycle according to the published timeline.

Forms

  • AAP Level IV Summary Sheet

    AAP Level IV summary sheet for private school and homeschool students

  • Advanced Academic Programs Level IV Referral Form

    Referral form for Level IV AAP services (Grades 2-7).

  • AAP: Gifted Behavior Rating Scale

    The local school completes the Gifted Behaviors Rating Scale with Commentary (GBRSw/C) for each full-time Advanced Academic Programs (Level IV) candidate.

  • AAP Parent/Guardian Questionnaire

    Parents/Guardians may complete the questionnaire to support AAP identification for Levels II-IV.

  • AAP Reactivation Full-Time (Level IV) Program

    This form is for students who have been found eligible through central selection but have deferred services, or were attending school outside of FCPS. For staffing purposes, this form must be submitted by July 1 for placement for the coming academic school year. Once you have made a commitment, you may not change placement for one academic year.

  • AAP Appeal Form

    The appeal must consist of new information that was not part of the original screening file. The new data that you are submitting will be added to the original screening file for review by the appeals committee. Please do not recopy or submit materials from the original screening file. Only appeals from the most recent screening cycle will be reviewed according to deadlines in the letter you received.