Monitoring Components Focus Site Review/Fiscal Monitoring SPAM
SPAM (System Profile Annual Monitoring) Compliance Consultants will create a system profile for each of their Local Education Agencies (LEAs) by October 15 th An Annual Letter of Compliance Review will be sent to every LEA in December. Meets Requirements, or Areas of Non-Compliance will be listed. Corrective actions needed with timelines will be detailed.
System Profile Indicators 1(graduation rate) 2 (drop out rate) 4 (suspension/expulsion >10 days) 5 (least restrictive environment) 6 (preschool least restrictive environment) 11 (40 day initial evaluation timeline) 11a (re-evaluation within three years) 12 (Part C to B transition)
System Profile Data Sources 2008 End of Year Report December 1, 2007 Census EasyIEP 40 Day Tracking Log EasyIEP Compliance Summary Report State Report Card Complaints with Findings Mediations Due Process Hearings
On-Site Monitoring Process On-Site Indicators (8a,11b,11c,13) Special Education Fiscal Appendix Joint Fiscal Monitoring Validation of Indicators 8a and 11c Exit Conference
Indicator #8a - Facilities LEA will review all facilities using the TDOE Facilities Checklist Data Sheet and send the Checklist to the compliance consultant prior to the interviews/inventory check on-site visit. Compliance Consultant will validate the Facilities Checklist at sites visited during the interviews/inventory check on-site visit. A CAP with specific timelines must be written for any No on the Facilities Checklist that can not be explained or justified by the LEA.
Indicator #11b – Student File Review LEA not required to review student files or provide a tally prior to the on-site visit One week prior to the on-site visit to review student files, the compliance consultant will provide the LEA with a list of students for TDOE review of files Selected Student Files will be available at a central location on the day of the on-site review Compliance consultant will provide the LEA with a tally of file review findings A CAP with specific timelines must be written to address any line item with a minus rate of 10% or greater
Indicator #11c – Child Find Contracts (for services to students served outside the LEA Contact (a meeting) with private school officials and parents of parentally placed private school and home schooled children. Contact should include: explanation of child find process, determination of proportionate amount available for special education services, types of services provided, and signed affirmation of this consult. Sample copy of media announcements, flyer or brochure utilized for child find and distribution list for these items Failed Screenings Follow-up (Vision/hearing) – Sample Letters Procedures for adoption of transfer students – IEPs and Eligibility Procedures for record transmittal (sending and requesting) A CAP with specific timelines must be written for missing items.
Indicator #13 - Transition Transition Plans will be reviewed, along with other sections of the student files, during the on-site student file review Results of findings for review of Transition Plans will be provided to the LEA by the compliance consultant TOPS results will also be reviewed when available A CAP with specific timelines will be written, if required by TDOE.
Staff Interviews and Random Inventory Check Special Education Supervisor Principal or Assistant Principal Special Education Teachers General Education Teachers Validate a portion of IDEA inventory during the on-site visit for staff interviews
Fiscal Monitoring Fiscal contact for the LEA sends Policies and Procedures to Fiscal Consultant at least a month prior to Joint Fiscal and they are forwarded to compliance consultant for review. At least one week prior to the Program Specific Fiscal Monitoring on-site visit, the SPED supervisor must send to the compliance consultant: (1) A completed personnel chart (Page 15 of the Joint Monitoring Instrument), along with a list of currently hired personnel who serve students with disabilities with their position, title, and FTEs. Note if they are paid from GP, SPED GP, IDEA, or Preschool. The compliance consultant will check this back to the Comprehensive Application prior to the Program Specific/Pre Joint Fiscal Monitoring on-site visit. (2) 504 Contact for each school and the central office, position, and how paid. NOTE: The Program Specific Fiscal Monitoring Visit will be scheduled at least one week prior to the Joint Fiscal Monitoring to review documentation and complete pages 16-19 and discuss items from the Personnel Chart (Page 15) and 504 contacts. Joint Fiscal – Program Specific items feed into the Joint Fiscal items
Exit Conference Take place upon completion of monitoring Compliance Consultant will schedule date and time of exit meeting with special education supervisor LEA invites stakeholders
Annual Letter of Compliance Review based on System Profile (SPAM) All LEAs will receive in December except those on Fiscal Cycle monitored 9/1-11/30 Meets Requirements or Areas of Non-Compliance will be listed with corrective actions and timelines
Combined Letter of Compliance Review/On-Site Report Sent in December For LEAs having Fiscal/On-Site monitoring 9/1-11/30 Address both System Profile and On-Site monitoring Either Meets Requirements or areas of non- compliance will be listed with corrective actions and timelines
On-Site Letter For LEAs having on-site visit from 11/30-2/27 Will address on-site monitoring only (LEA will already have December System Profile letter) Will be received within 4 weeks of on-site monitoring
Corrective Action Plans One Corrective Action Plan (CAP) will be written to address all noncompliant indicators and included in the December/ on-site letter. Noncompliant indicator may have one or more corrective action steps. Indicators 1, 2, & 6 require improvement strategies to be listed on the CAP. T
CAPs (continued) All Action Steps must be completed and documentation sent to compliance consultant by date specified or no later than June 30, 2009
Local Letters of Determination Sent with Annual Letter of Compliance Review in December Indicators 4,9,10,11,12,13 Rated Meets Requirements, Needs Assistance, Needs Intervention, Needs Substantial Intervention Specific technical assistance or enforcement actions will be identified All requirements to be completed by June 30
Focus Monitoring May occur at any time This will leave all areas of special education open to review with emphasis on the focus issues
Areas of Note Gen Ed Teachers at IEP Meetings Rights Homebound Eligibility Temporary 30 Day Reviews Appropriate IEP
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