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CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction Special Education Self Review (SESR) Activity One: The Monitoring.

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Presentation on theme: "CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction Special Education Self Review (SESR) Activity One: The Monitoring."— Presentation transcript:

1 CALIFORNIA DEPARTMENT OF EDUCATION Tom Torlakson, State Superintendent of Public Instruction Special Education Self Review (SESR) Activity One: The Monitoring Plan

2 Tom Torlakson State Superintendent of Public Instruction

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5 Electronic and Hard Copy Data Due Dates February 17, 2012: Monitoring Plan submission to CDE May 30, 2012: Student and LEA level findings report submitted electronically to CDE Student level corrective actions due electronically to CDE based on successful submission of student and LEA level findings District level corrective actions due electronically to CDE based on successful submission of student and LEA level findings One year timeline for correction of noncompliance based on successful submission of student and LEA level findings.

6 Tom Torlakson State Superintendent of Public Instruction Purpose of the SESR? To ensure that the Local Education Agencies (LEAs) are providing appropriate supervision and monitoring of special education programs and services; To determine whether, or not students receive educational benefit in district special education programs, and To provide information to the California Department of Education (CDE) regarding key compliance questions based on the use of CDE specified tools and assessment methodologies. Page 4-14  (SESR Instruction Manual)

7 Tom Torlakson State Superintendent of Public Instruction Purpose of the SESR? The SESR will answer the following questions: 1.Does the LEA provide services and programs, which are reasonably calculated to result in Educational Benefit using the Rowley standard? 2.Does the LEA provide services that result in Educational Benefit as measured by special education goals and State Performance Plan Indicators? 3.Does the LEA comply with procedural guarantees that are known to be frequent noncompliance items in other districts?

8 Tom Torlakson State Superintendent of Public Instruction Purpose of the SESR? The SESR will answer the following questions: 4.Does the LEA fulfill its responsibilities when other districts and programs serve its students? 5.Does the Special Education Local Plan Area (SELPA), of which the district is a part, fulfill its responsibilities for monitoring the procedural elements of the Local Plan? 6.Does CDE provide effective general supervision in accordance with the State Performance Plan (SPP)?

9 Tom Torlakson State Superintendent of Public Instruction Why are SESRs required? 34 Code of Federal Regulations Section General Supervision The CDE is responsible for providing general oversight of all public special education programs in the State of California. SESRs are one component of CDE’s quality assurance process and general supervision responsibilities.

10 Tom Torlakson State Superintendent of Public Instruction When are SESRs required? Every four years UNLESS… A district is identified and/or has participated in a recent verification review (VR)

11 Tom Torlakson State Superintendent of Public Instruction The Participants  Small districts have fewer than 20 students receiving special education services.  Small districts have fewer than 20 students receiving special education services.  Larger districts will have 20 or more students receiving special education services.  Larger districts will have 20 or more students receiving special education services. DistrictSize LEA SESR Assurances Form Monitoring Plan SESR Components SESR Software Less than 20 Less than 20 students with current IEPsYES NO Parent SurveyParent Survey Small Survey Data FormSmall Survey Data Form Educational Benefit ReviewEducational Benefit Review Fiscal ReviewFiscal ReviewYES 20 or more 20 or more students with current IEPsYESYES All Components YES

12 Tom Torlakson State Superintendent of Public Instruction SESR Activities The following steps are included in Activity One of the SESR process:  SELPA/District Level Preparation, Planning, & Training  Parent Input: Meeting & Survey  Review and Analysis of District Data  Monitoring Plan

13 Tom Torlakson State Superintendent of Public Instruction SESR Activity One – Step One SESR Activity One – Step One

14 Tom Torlakson State Superintendent of Public Instruction SESR Materials CDE has provided each SELPA with a link to a ftp website that includes the following resources: PowerPoint Trainings Master Item Table District Data Reports SESR Software Manuals Forms

15 Tom Torlakson State Superintendent of Public Instruction Monitoring Plan Developed by districts, approved by CDE The monitoring plan provides focus, direction, and acts as a strategic plan for the SESR Sources of information used in monitoring plan development include: 1. Parent Input (meetings and surveys) 2. State Performance Plan Indicators (SPPI) 3. Compliance History Complaints Due Process Hearings 4. Other Data Sources

16 Tom Torlakson State Superintendent of Public Instruction Monitoring Plan Information included in the monitoring plan is entered into the SESR software to generate the SESR review protocols for: Infant/Toddler Preschool School Age SELPA Governance Policies and Procedures Fiscal

17 Tom Torlakson State Superintendent of Public Instruction SESR Activity One - Step Two

18 Tom Torlakson State Superintendent of Public Instruction

19 Parent Input - Meeting(s) Moderator: SELPA/District Staff – Conducts the meeting Recorder: SELPA/District Staff – Attends the meeting and collects information Parent Representative: CAC, PTI, FRC, FEC Participants: Parents of students receiving special education services Pages 10-11

20 Tom Torlakson State Superintendent of Public Instruction Parent Input - Meeting(s) Invitations must be sent to ALL parents or guardians of children receiving special education services within the district. at least one The district must conduct at least one Parent Input meeting unless categorized as a small district (fewer than 20 students with an IEP). must If < 20 percent participation at meeting, the district must send out the parent survey. If 25 percent or more of the district’s home language surveys indicate a language other than English, an interpreter shall be present at the meeting.

21 Tom Torlakson State Superintendent of Public Instruction Alternative methods of data collection must be completed: If 25 percent or more of the district’s home language surveys indicate a language other than English, the district shall develop a survey in that language(s). must If < 20 percent attend meeting or complete and return survey, the district must use additional means (such as phone or surveys, surveys at IEP meetings, etc.) to bring the total to 20%. CDE has surveys available in several languages. Parent Input - Surveys

22 Tom Torlakson State Superintendent of Public Instruction Parent Input - Small Districts Districts with under 20 students receiving special education services must conduct a Parent Survey instead of a Parent Input Meeting every A Parent Survey must be sent to every parent/guardian of a student receiving special education services in the district Parents/guardians should be encouraged to complete and mail in the survey 20% response rate If less than a 20% response rate, the district must use alternative methods to contact parents/guardians Form 3, Small District Survey Form. Information collected from surveys will be submitted to CDE on Form 3, Small District Survey Form.

23 Tom Torlakson State Superintendent of Public Instruction

24 SESR Activity One - Step Three

25 Tom Torlakson State Superintendent of Public Instruction Information obtained from the district’s parent input activities must be included in the monitoring plan, if one or more of the following three conditions apply: It is identified during one of the parent input processes, and is validated by other district data; It appears to be a violation of state or federal law or regulation; and/or It was expressed by several parents, affects a number of students, or occurs at a number of school sites. Parent Input - Monitoring Plan

26 A search box is available by highlighting a column and then using the Ctrl + F key on the computer keyboard. Use a search word to locate the most appropriate item number. Master Item Table

27 Tom Torlakson State Superintendent of Public Instruction Parent Input Item Summary SheetMaster Item Table Parent Input Item Summary SheetMaster Item Table Enter the appropriate Individual Item Number(s) from the Parent Input Item Summary Sheet or the Master Item Table for items to be investigated for each potential compliance issue.Parent Input Item Summary Sheet Master Item Table The title is a short descriptive name of the area being investigated (e.g. Assessment Plan-15 day timeline) The description is a short statement that is the basis for the investigation. State the number or percentage of responses, where the information was collected (i.e. Parent Survey or Parent Meeting), and the issue of concern.

28 Tom Torlakson State Superintendent of Public Instruction Parent input meeting invitation and the meeting date Include a copy of the parent survey in the invitation with a self- addressed, stamped envelope Convenient and centralized meeting location(s) Reasonable accommodations Arrange for interpreters Two-hour session SEEDS SEEDS Consider using SEEDS to summarize parent input dataSEEDS Parent Input - Recommendations

29 Tom Torlakson State Superintendent of Public Instruction State Performance Plan Indicators (SPPI) CDE collects the data through the California Special Education Management Information System (CASEMIS) for reporting in the Annual Performance Report. Includes district’s previous submission through SELPAs and other appropriate sources; SPPI are measures of progress toward achieving statewide special education goals and are based on compliance, enrollment, and performance data The SESR is concerned with district data submitted for the following SPPIs:

30 Tom Torlakson State Superintendent of Public Instruction SPPI 1.Graduation (Grade 12) 2.Dropout (Grades ) 3.Assessment (Grades 3 - 8, 10) A.Met AYP B.Participation English-language Arts Mathematics C.Performance English-language Arts Mathematics 5.LRE (Ages ) A.Out of regular class < 21% B.Out of regular class > 60%

31 Tom Torlakson State Superintendent of Public Instruction SPPI 6.LRE – Preschool (Ages 3 - 5) 7.Assessment – Preschool (Ages 3 - 5) 8.Parent Involvement (Ages Birth - 22) 11. Eligibility evaluation - Initial (Ages Birth - 22) - Determination made within 60 days

32 Tom Torlakson State Superintendent of Public Instruction SPPI 12.Transition Part C to Part B not later than 3 rd birthday 13.Secondary Transition Goals and Services (Ages 16 – 22) 14.Post-school Outcomes - (High School) Competitively employed, enrolled in post-secondary school, or both

33 Tom Torlakson State Superintendent of Public Instruction “Yes”Action required SPPIs are included in the monitoring plan if the data report indicates “Yes” in the "Action required" column or when the target is not met. Action Required Yes

34 Tom Torlakson State Superintendent of Public Instruction Enter the reason that the indicator needs to be investigated. Check the box that corresponds to the SPPI area in the district’s Data Report (i.e. "YES" in the "Action Required" column or when the target is not met).

35 Tom Torlakson State Superintendent of Public Instruction Compliance History Districts must review compliance history: Complaints Pattern of noncompliance Corrective actions that persistently exceed timelines Due Process Hearings Pattern of noncompliance Corrective actions that persistently exceed timelines

36 Tom Torlakson State Superintendent of Public Instruction Include in the monitoring plan if… Items from past complaint allegations in which there were noncompliant findings, or due process hearings in which there were findings of noncompliance, and There is an ongoing pattern or trend to the noncompliance If the district has persistent open corrective actions, exceeding mandated timelines, OR The compliance item in questions is related to one of the overall monitoring questions (slides 7 & 8). Compliance History

37 Tom Torlakson State Superintendent of Public Instruction Other Data Sources District Data can be viewed on CDE’s website: Districts will be using the Data Reports.

38 Tom Torlakson State Superintendent of Public Instruction Other Data Sources Other data to be considered by district: District status on Highly Qualified Teachers CAPA percentage: Over 1%? Annual and triennial IEP status

39 Tom Torlakson State Superintendent of Public Instruction Master Item Table Master Item Table Located on Master Item Table Master Item Table Enter a short descriptive name of the compliance concern Description- Include the source of the concern (due process hearings, complaints), and the number of noncompliant findings.

40 Tom Torlakson State Superintendent of Public Instruction SESR Activity One - Step Four

41 Tom Torlakson State Superintendent of Public Instruction Required Number of Records Enrollment Group District Size # of Students receiving Special Education services # of Files for School Age Review # of Files for Infant/ Toddler Review # of Files for Preschool Review 1150,000 +4,158 – 19,950 5% up to ,000 – 149,9992,055 – 16,438 2% up to ,000 – 29, – 3,498 3% up to ,000 – 14, – 1,830 8% up to ,000 – 4, % up to a1 – % up to bLESS THAN 20 Will review up to five files only for Educational Benefit 00

42 Tom Torlakson State Superintendent of Public Instruction the number of records of students who are of transition age; the eligibility category, the number of files that represent students with OHI/Diabetes, etc.) All Special Populations must be adequately investigated for all issues of concern (e.g., the number of records of students who are of transition age; the eligibility category, the number of files that represent students with OHI/Diabetes, etc.). "District- wide, there are 10 students served in NPS programs, 3 are included in the review." For each of the settings where students are served the district must indicate the number of students that will be included in the review (e.g., "District- wide, there are 10 students served in NPS programs, 3 are included in the review.").

43 Tom Torlakson State Superintendent of Public Instruction SESR Activity One - Step Five

44 Tom Torlakson State Superintendent of Public Instruction Installing the Software Page 2-7 For detailed instructions and screen shots please refer to the Software Installation Manual  (Software Installation Manual)

45 Tom Torlakson State Superintendent of Public Instruction SESR Software Preparation DO: Load the SESR software on to one designated personal computer (PC) with Window XP operating system Read your manuals: Instructions Manual Software Installation Manual Detailed Software ManualDON’T: Install SESR software on a Macintosh computer! Share your password

46 Tom Torlakson State Superintendent of Public Instruction SESR Software Preparation It is recommended that one person be responsible for entering data and making corrections in the software. This person should: Have analytical skills to be able to question the reviewer information and findings Have good editing skills

47 Tom Torlakson State Superintendent of Public Instruction SESR Activity One – Step Six

48 Tom Torlakson State Superintendent of Public Instruction Monitoring Plan – The Hard Copy Enter the contents of the hard copy Monitoring Plan into the SESR software, from: Parent Input SPPI Compliance history …for example Pages 9-14  )  (Detailed Software Manual)

49 Tom Torlakson State Superintendent of Public Instruction When the software is started, the "LOG ON" screen will appear. It requires four items: USERNAME PASSWORD DISTRICT name and DISTRICT PASSWORD

50 Tom Torlakson State Superintendent of Public Instruction The USERNAME is "sesr" The PASSWORD is “1112" Enter the DISTRICT name from the drop down list. There is an individual password for each district to protect student confidentiality. Your CDE Consultant will provide the DISTRICT PASSWORD. Once the required information has been entered in the four fields, select the "OK" button.

51 Tom Torlakson State Superintendent of Public Instruction If all of the log-on information is correct, a "LOG SUCCESSFUL-VALID ENTRY" message box will be displayed indicating that the software has accepted the log on data input and is ready to proceed. Select the "OK" button.

52 Tom Torlakson State Superintendent of Public Instruction To enter the Monitoring Plan, go to Phase I- Monitoring Plan Development and select the "Create Monitoring Plan" button (the button that has the Icon).

53 Tom Torlakson State Superintendent of Public Instruction To start entering Monitoring Plan SPP indicators and items for investigation, select "Make an Area".

54 Tom Torlakson State Superintendent of Public Instruction To enter a Parent Input or Compliance History item, type the title and a description from the LEA’s hard copy Monitoring Plan. Next, select "Individual Item No. Selection".

55 Tom Torlakson State Superintendent of Public Instruction Use the Drop Down Menu to scroll down until the specific Item Number(s) identified in the Monitoring Plan are found.

56 Tom Torlakson State Superintendent of Public Instruction For a "SPPI" area, select the button marked, "SPP".

57 Tom Torlakson State Superintendent of Public Instruction The software will provide a message "Area Created Successfully". Select "OK". Next, select the correct “SPP” radio button for investigation. After selection of the SPP radio button, select "SAVE". Add a Title and Description of the area for investigation

58 Tom Torlakson State Superintendent of Public Instruction LEAs Must... For the SELPA Governance review questions (protocol) to print, LEAs must: Select the SELPA Governance radio button Create text in the title and description boxes (type anything, as the software requires text)

59 Tom Torlakson State Superintendent of Public Instruction Note: To generate the SELPA Governance review protocol, this radio button must be selected. SELPA Governance

60 Tom Torlakson State Superintendent of Public Instruction If there has been an error in entering Monitoring Plan information, the software allows for editing and deleting areas entered by the user. Note that preset areas and items cannot be deleted or edited. To use the edit functions, select "View, Delete Areas".

61 Tom Torlakson State Superintendent of Public Instruction Once selected, the previously entered text appears and can be edited from this screen. The entire area can be deleted. These changes take effect once the user exits the screen. In order to add or delete specific items, the user selects "Edit Area".

62 Tom Torlakson State Superintendent of Public Instruction SESR Activity One – Step Seven  (Detailed Software Manual) Pages 39-43

63 Tom Torlakson State Superintendent of Public Instruction Backing Up SESR Data Go to Phase III-Corrective Actions area and select the "Backup & Upload Utilities“ button.

64 Tom Torlakson State Superintendent of Public Instruction On the "Backup & Upload" screen, select the "Backup“ button. This will access the "Save As" screen Backing Up SESR Data

65 Tom Torlakson State Superintendent of Public Instruction On the “Save As” screen, determine the location where data is to be saved and enter it in the “Save In:” field Recommended location: Save in an easily accessible folder, such as the SESR Backup folder created by the LEA on the C: Drive, or on the Desktop. Backing Up SESR Data

66 Tom Torlakson State Superintendent of Public Instruction Do not edit the CDS code in the default line. Add an identifier (e.g. V1, V2), each time back-up is completed. Backing Up SESR Data

67 Tom Torlakson State Superintendent of Public Instruction Select the Save button. Backing Up SESR Data

68 Tom Torlakson State Superintendent of Public Instruction Backing Up SESR Data The "EXPORT-Export/Back-Up Successful" message box will appear. To conclude the backup process, select the "OK" button. Backing Up SESR Data

69 Tom Torlakson State Superintendent of Public Instruction To exit, select the "Exit“ button. Backing Up SESR Data

70 Tom Torlakson State Superintendent of Public Instruction To begin the process of uploading SESR data through the secure portal, go to the Phase III-Corrective Actions area and select the “Backup & Upload Utilities” button. This will access the "Backup & Upload- DIRECTORY:" screen. Uploading SESR Data

71 Tom Torlakson State Superintendent of Public Instruction On the "Backup & Upload- DIRECTORY:" screen, select the "Upload Data Files" button. This accesses the "Save As" screen. Uploading SESR Data

72 Tom Torlakson State Superintendent of Public Instruction Select the "Save" button. This will save the file in the SESR program folder in the computer's Local Disk (C: Drive). In the field labeled Zip, create a file name (with title and version) for the data file or use the title generated by the software. The label should be one that can be easily identified in the future (e.g. Ver1, Ver2). Ensure the CDS code is in the file name. Uploading SESR Data

73 Tom Torlakson State Superintendent of Public Instruction If the LEA has uploaded data through the portal before, the "Save As" screen will show the previously zipped and uploaded files Uploading SESR Data

74 Tom Torlakson State Superintendent of Public Instruction Uploading SESR Data After selecting the "Save" button, the "EXPORT- Export/Back-Up Successful" message box will appear. Select the "OK" button. This will initiate the web browser and connect to the "SED Secure Data Transfer" site.

75 Tom Torlakson State Superintendent of Public Instruction On the "SED Secure Data Transfer" site page, use the Drop Down List to select the SELPA in which the LEA is a member. Ignore: for CDE Use Only Uploading SESR Data

76 Tom Torlakson State Superintendent of Public Instruction Each district will submit through the SELPA, not as a district. Uploading SESR Data

77 Tom Torlakson State Superintendent of Public Instruction “No” In the “Final Submission” area, always select the “No” button. Uploading SESR Data

78 Tom Torlakson State Superintendent of Public Instruction  Uploading SESR Data On the area labeled "District" DO NOT DO NOT select the box in this area. Always submit as a SELPA.

79 Tom Torlakson State Superintendent of Public Instruction ***** Uploading SESR Data In the area labeled "Password", enter the SELPA Password that will be provided to the user by the appropriate SELPA staff.

80 Tom Torlakson State Superintendent of Public Instruction ***** Uploading SESR Data When completed select the "Logon" button.

81 Tom Torlakson State Superintendent of Public Instruction To continue, select and press the "YES" button. This screen is an example of how previously uploaded files will be displayed. Uploading SESR Data

82 Tom Torlakson State Superintendent of Public Instruction Enter the name of the District’s Contact Person and contact information in the appropriate areas. When entry of contact information is completed, select and click on the "Continue“ button. If there are previous entries, overwrite with the correct information. Uploading SESR Data

83 Tom Torlakson State Superintendent of Public Instruction To proceed, select the "Continue" button. Uploading SESR Data

84 Tom Torlakson State Superintendent of Public Instruction Tuesday, June 30, Golden State SELPA 0680 This screen is used to select the file to be uploaded to CDE. You may type in the file's title or select the "Browse" button. Uploading SESR Data

85 Tom Torlakson State Superintendent of Public Instruction If you select "Browse", the "Choose file" screen will appear. From the list of files, select the latest file to be downloaded. Uploading SESR Data

86 Tom Torlakson State Superintendent of Public Instruction Uploading SESR Data Highlight the selected file and select the "Open“ button to continue.

87 Tom Torlakson State Superintendent of Public Instruction When the file to be uploaded to CDE is displayed, select the "Upload“ button. The file selected for upload to CDE will displayed in this area. Uploading SESR Data

88 Tom Torlakson State Superintendent of Public Instruction Uploading SESR Data To complete the data upload, select the "OK" button.

89 Tom Torlakson State Superintendent of Public Instruction This message will indicate that the submitted data has been successfully sent through the portal to CDE. To logoff the system select the "Logoff" button. Uploading SESR Data

90 Tom Torlakson State Superintendent of Public Instruction It is recommended that the District's assigned CDE Consultant be notified that the data has been submitted electronically. This message will appear showing that the sender is now logged off the CDE data system. Uploading SESR Data

91 SESR Activity One - Step Eight NO YES Go to Step 9

92 Tom Torlakson State Superintendent of Public Instruction The LEA must wait for SELPA and CDE’s approval of both the electronic submission and hard copy Monitoring Plan before continuing with the SESR. Submitting the Monitoring Plan

93 Tom Torlakson State Superintendent of Public Instruction The monitoring plan is reviewed by the CDE Consultant & Administrator No concerns -- No concerns -- Signed by both the Consultant and Administrator and returned to LEA. Concerns Concerns -- Changes/Concerns are discussed with the LEA. The Monitoring Plan may be returned for editing prior to approval. Once changes are made, it is resubmitted to CDE for consultant re-review and approval.

94 Tom Torlakson State Superintendent of Public Instruction Districts with less than 20 students with an IEP: Are not required to complete a Monitoring Plan, but must submit SESR Form Three, Small District Survey Data Form to the CDE by February 17, Small Districts

95 Tom Torlakson State Superintendent of Public Instruction

96 SESR Activity One - Step Nine

97 Tom Torlakson State Superintendent of Public Instruction Contact Information Questions or technical assistance should be directed to the SELPA. If SELPA staff is unable to answer the questions, contact the CDE consultant assigned to your county. Questions or technical assistance should be directed to the SELPA. If SELPA staff is unable to answer the questions, contact the CDE consultant assigned to your county. To access the list of consultants assigned by county go to: To access the list of consultants assigned by county go to:


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