General Supervision File Review. January 2014

Transcription

1 General Supervision File Review January

2 Contacts Richard O Dell rodell@sde.idaho.gov Alisa Fewkes afewkes@sde.idaho.gov File Requirements Student Lists/replacement requests Secure server issues 2

3 Timelines January 9 January 24 February 12 March 3 April 10 Student names available to districts on the Secure Server, s sent to SPED directors Last day to request file replacement (via Dr. O Dell) Files are due to the SDE File Reviews venues TBA TBA Noncompliance Notices sent CTT2* open for districts 3

4 General Supervision File Review (GSFR) is the major compliance monitoring activity in the Special Education Continuous Improvement Monitoring System (CIMS) 4

5 History & Current Practice Prior to 2013, special education files were reviewed for approximately 60% of Districts in Idaho based on the 5- year cycle matrix on an annual basis Based on the OSEP visit in December 2011, this practice has changed Beginning in 2013, and continuing for the foreseeable future, all districts are required to submit special education documents (e.g. eligibility report, IEP, evaluation notice, etc.) for compliance review. 5

6 The SDE requests specific student files for review The list of student files is now on the Secure Server and on the Compliance Tracking Tool Districts are required to submit copies (electronic or paper) to the SDE by February 12, 2014 Specific directions have been ed to every LEA s special education director Directions and the Check Sheet will be posted on the ITC 6

7 Required Documents A copy of the IEP that was in effect on February 11, A copy of the Eligibility Report that substantiates each student s eligibility for special education, which was in effect on February 11,

8 Required Documents A copy of the invitation to the IEP meeting that corresponds with the IEP being sent. Also, copy of the invitation to amend the IEP, if applicable OR agreement to amend an IEP without a meeting, if applicable. 8

9 Required Documents If your list of students includes a preschool student, we need a copy of their Child Outcomes Summary Form (COSF-R). 9

10 Required Documents If your list of students includes secondary students, we need the following documentation: agency invitation; consent to invite an agency signed by the family; all invitations to meetings; and course of study if it is an attachment to the IEP. 10

11 Check Sheet 11

12 Special Note If your district does not include all necessary materials a finding of noncompliance will result for all items that are missing or incomplete. 12

13 Secure Server A recorded Webinar and PowerPoint are available on the ITC Alisa Fewkes afewkes@sde.idaho.gov Secure server issues 13

14 Reminder for submitting files You may 1) Submit files electronically via the secure server 2) Mail/Ship files to the SDE 3) Hand Deliver files to the SDE You may not submit electronic files via it is not secure and may violate FERPA You may not FAX files to the SDE it is not secure and may violate FERPA NOTE: files received via and/or FAX will not be accepted and immediately shredded 14

15 REMIT BY MAIL to: Dr. Richard O Dell Federal Programs Special Education Division State Department of Education Re: Child Count Verification 2014 PO Box Boise, ID or 650 W. State St. Boise, ID

16 When files are received, LEA Special Education Directors will receive an confirmation Documents are maintained at the SDE in locked cabinets and will be maintained by the QARC when reviewed at venues across the state. This year, all documents will: Be converted to PDF and posted on the secure server Hard copies will be shredded after the review process 16

17 Review of files File reviews begin March 3 with the goal of finishing on or before April 10 Files are reviewed by SDE central office staff, Regional Coordinators, and District Special Education Directors (or designee) from cycle 5 districts 17

18 Files are reviewed using the file checklists (see ITC Specific notes of non-compliance will be typed in and every file (approx. 887) will be verified by the QARC 18

19 Districts will have an opportunity to review the checklists and seek clarification with the QARC prior to notification of noncompliance 19

20 *Cycle 5 districts Bear Lake Firth Bonneville Grace North Gem Soda Springs Hagerman Bliss Richfield Minidoka Oneida American Falls Arbon American Heritage Chief Tahgee Odyssey ISDB Plummer-Worley West Bonner Kootenai Nezperce Lewiston Meridian New Plymouth Fruitland Cambridge 20

21 Venues - TBA Idaho Falls March 3 6 Pocatello March 10 and 11 Twin Falls March 12 and 13 Coeur d Alene March 17 and 18 Moscow March 19 and 20 On-site visits March 24 April 3 Boise April

22 Questions? 22