1. (Individuals with Disabilities Education Improvement Act) and
IDEA Review
(Individuals with Disabilities Education Improvement Act)
and
Gifted Education Review

2. Comprehensive Monitoring System

3. ON-SITE REVIEW SELECTION
OEC works in partnership with the Office of Federal Program’s Program Audit Compliance Tracking System (PACTS).
LEAs are selected randomly, based on the PACTS cohort system.

4. LEA Team Required Membership Suggested Membership
General education staff
Special education staff
Curriculum supervisors or coordinators
Gifted coordinator
EMIS coordinator
Superintendent
Treasurer
CCIP Coordinator
State Support Team (SST) representative
ODE representative
Suggested Membership
Related service providers
School psychologists

5. The focus of the IDEA Review is to examine the LEA’s:
Decision-making process for making least restrictive
environment (LRE) decisions, as documented in an IEP;
Child Find process;
Delivery of services and alignment with IEPs;
Evaluation and placement process for children with
disabilities transitioning from preschool to kindergarten;
Accuracy of data reported to ODE including Dec. 1 Child
Count;
Compliance with statutory requirements for Individual
Education Programs (IEPs) and Evaluation Team Reports
(ETRs);
Fulfillment of IDEA Part B fiscal requirements; and.
Other issues as identified through analysis of the district’s
data.

6. Gifted Education Review
Ensure that LEAs are compliant with Am. Sub. HB1, and the statutory regulations regarding gifted education in Ohio
Focuses on:
Gifted education budget and expenditures
Review of Written Education Plans (WEPs) and Written Acceleration Plans (WAPs)
Provision of equitable services across the district
Student contact time associated with services
Assignment and qualifications of gifted staff and
Professional development for regular education teachers providing gifted services

7. PREPARING FOR REVIEW
Designate a lead contact person
Designate a LEA contact for special education, gifted education, and fiscal and preschool components of the review

8. Parent Meetings
Identify a location for public and individual meetings with parents.
Mail parent public meeting notice to all LEA’s parents/guardians of students with disabilities
Retain a copy of the public notice to the parent in the student’s special education file.
Post parent public meeting notice on LEA’s website at least two weeks before the parent public meeting

9. Documents and Student Records Review
Secure a room for OEC team to conduct on-site activities
Notify team leader of document and record review location
Assemble all required documents according to the OEC Documents Required for On-site Review
Submit to review team leader OEC Documents Required Prior to On-site and
Ensure that all Required On-site Documents are available to review team on the first day of the review

10. Interviews with LEA personnel
With the OEC team leader:
Select LEA personnel who will participate in the interviews
Determine the district/building-level administrative personnel who will participate in the interview sessions.
Secure a location and schedule time for the two interview sessions. (Each interview will take approximately 2 ½ hours)
Notify OEC team leader of location and time the interviews will be conducted

11. Parent Public Meeting and Individual Meetings with Parents
ON-SITE ACTIVITIES
Parent Public Meeting and Individual Meetings with Parents
A parent public meeting will be facilitated by OEC where parents will have the opportunity to express support or concerns for special education services in the LEA. There also will be time scheduled for individual meetings with parents if requested.
LEA will:
Have a representative at the parent public meeting, who will introduce the review team and be available at the end of the parent public meeting for closing remarks.
LEA representative will not be present during the parent meeting.
Provide copies of Whose Idea is This? at the parent meeting.

12. Student Record and Document Review
A sample of student special education records will be selected to review, based on OEC review team’s analysis of the LEA’s current SPP Indicator data and other related LEA data. OEC’s record selection may be random across grade levels, disability categories, buildings or may be targeted.
LEA will:
Make available all OEC requested student records on Day 1 of the review.
Provide additional documentation or evidence of policies, procedures or practices, as requested by the review team.
Verify and/or update student addresses, only if individual cases of non-compliance are identified by the ODE team.

13. Interviews with LEA Personnel
Interviews will be conducted separately with:
Team(s) of special education teachers, regular education teachers and related service providers who are providing services to those students whose records were reviewed on-site.
A team of LEA administrators
LEA will:
Identify LEA personnel with assistance from the OEC team leader who will participate in the review interviews
Provide additional documentation or evidence of policies, procedures or practices as requested by OEC to substantiate interview responses
Allow up to 2 ½ hours for each interview
Identify a location for the interviews that allows OEC use of laptop computers

14. REVIEW EXIT MEETING
OEC will conduct an exit meeting with the LEA administrative team including LEA special education contact, superintendent, and other representatives identified by OEC. The group will discuss expectations for corrective action process, timelines, and the SST‟s role in providing professional development and technical assistance to the LEA. A representative from the SST is required to attend the LEA’s Exit Meeting.

15. POST-ON-SITE ACTIVITIES
Summary Report
OEC will send the LEA the on-site summary report within 90 days of the on-site review:
Findings of non-compliance in the LEA. (any compliance level less than 100 percent in student records, data verification, document reviews and interviews
The root cause(s) of the non-compliance in the LEA
Parent Notification of Findings
OEC will mail written notification to parents/guardians if findings of non-compliance are identified for individual students during the record review
Copies of the parent notification letter(s) will be sent to the LEA via

16. Corrective Action
The LEA must demonstrate two separate parts of a “two pronged test”:
Evidence of Correction of Individual Cases of non-compliance
Evidence of Systemic Correction that indicates that the changes in the system have yielded significantly improved outcomes for children and students with disabilities in the focused area
The LEA must:
Develop a corrective action plan (CAP) Within 30 school days from the date of the LEA summary report
Correct all identified non-compliance

17. The Corrective Action Plan
Examine the root cause of non-compliance to assist with developing and implementing policies, procedures and practices to ensure 100 percent compliance and ongoing compliance.
Address all findings of LEA non-compliance using the template provided for the CAP
Review and revise LEA policies, procedures, practices or forms to ensure 100 percent compliance which may include: establishing internal controls to ensure ongoing compliance, staff training, increased supervision; changing staff assignments or adding staff and other resources
Work with OEC staff and a SST representative in developing a CAP
Submit a signed, electronic version of the CAP to OEC Lead Consultant for approval within 30 days from the date of the LEA Summary Report

18. Implementation of OEC Approved Corrective Action Plan
Begin implementation of the approved CAP immediately in order to meet the regulatory requirements of IDEA of 100 percent compliance
Verification of Correction and Implementation of Regulatory Requirements
After LEA implementation of the CAP, OEC will:
Review a sample of records to verify that the LEA is now correctly implementing the specific regulatory requirements
Retain an open finding of non-compliance in the LEA, if the sample record review detects continued non-compliance
Review another sample of records to verify correction of the continued non-compliance
Factor continued and ongoing non-compliance after one year into the annual LEA Determination
Ongoing non-compliance could result in consequences under OEC‟s policy for progressive sanctions