- The sending campus hosts Transfer Planning Meeting with receiving campus, prior to projected transfer, as a part of a CTP meeting when appropriate.
- The purpose of the Transfer Planning Meeting and form is to involve the receiving campus in the decision making process around the transition, identify and make plans to address concerns, and to help ensure thorough communication in all areas of transfer planning.
- A campus administrator from the receiving campus must attend. Other representatives may also be required to attend depending on the student’s individual treatment issues. The sending campus should have all parties present.
- The Transfer Planning Meeting’s agenda must include the completion of the Intra-HEC Transfer Planning Form.
- The sending program will email the completed plan to the psychiatrists, the Senior Vice President, and the campus administrators from both campuses for final review.
- The digital history of the email will act as record of their notification and agreement with this plan, unless they respond to the email with a specific concern and related suggestion to remedy the concern, within two business days of its being sent.
- If there are no objections, the Program Director or designee of the receiving campus will e-mail a final message to the aforementioned parties confirming the transition plan and time line.
- If necessary, another meeting can be held to follow up on the first Transfer Planning Meeting before the student transfer occurs. If this occurs, further notes should be indicated on another Intra-HEC Transfer Form. Unchanged areas from the previous form do not need to be repeated a second time.
- Intra-HEC Transfer Forms are for internal use only. They are not to be filed in the student’s record. When the student transfer occurs, the HEC Discharge/Transfer form is completed according to paperwork timeliness and becomes a part of the student’s case record. It should reflect any necessary information from the Intra-HEC Transfer Planning Form.