SPR&I Database User Guide 2011

Transcription

1 Procedural Compliance Review (PCR) Step 1: Login SPR&I Database User Guide 2011 Using your district s secure password, log into the system via the ODE District website at The SPR&I dashboard will appear. Click on Individual Corrections. NOTE: The light will remain red until you submit the PCR. During the ODE verification period the light will remain yellow and will turn green when the ODE verification process is complete and all noncompliance has been corrected. You will not be able to access Additional Reviews until the ODE verification process is complete, but you will have one year to correct any noncompliance. 1

2 Step 2: Student Selection The system will automatically select the required number of students for your district. Additional files may be added: + One charter school student if a charter school is located within the district; + One LTCT student if district has an LTCT contract; and + One YCEP student per facility if district has YCEP contract. Note: The following names and student information is fictitious. 2

3 Step 2: Student Selection continued SPR&I Database User Guide 2011 For further information regarding the students listed, click on More Detail located in the File Info box. Student information is based on the December 2010 SECC data collection. 3

4 Step 2: Student Selection continued SPR&I Database User Guide 2011 For further information regarding the standards, click on More Detail located in the Standard Info box. Once the PCR review is completed, this section will allow you to quickly review the compliance status for individual student files. 4

5 Step 3: Student File Selection SPR&I Database User Guide 2011 The PCR review begins with district confirmation of the student file selection. Click on the name of the student whose file you are going to review. 5

6 Step 3: Student File Selection continued SPR&I Database User Guide 2011 ALL the following must be yes if you are to review this file: Student is currently enrolled in your district; Student is currently eligible for special education; Student was enrolled in the district on Dec. 1, 2010; Eligibility in effect on Dec. 1, 2010; IEP was in effect on Dec. 1, 2010; and IEP in effect Dec. 1, 2010 contained specially designed instruction. 6

7 Step 3: Student File Selection continued SPR&I Database User Guide 2011 If the answer is no to any of the review criteria, a new student file must be selected. Scroll to the bottom of the page and click on the Replace button; the system will automatically select a different student. The system will allow you to replace up to ten (10) students before requiring you to contact your county contact for assistance in replacing the selected student files. Note: IF the no was due to an error in your December 2010 SECC, contact your county contact as soon as possible. 7

8 Step 4: Lock In The system will pre-load some demographic information from the December 2010 SECC, but you will need to supply additional information so the SPR&I system can determine which standards apply to this student. Once this additional information is completed, click on Lock to lock-in the student for the PCR review process. 8

9 Step 4: Lock In continued The lock-in process should be completed close to the time the student file will be reviewed to ensure the student continues to meet all criteria. If the student no longer meets all criteria during the PCR review process (e.g. transferred to a different school district), the file should be unlocked and a new student file selected. If you need to have a file unlocked, contact your ODE county contact. 9

10 Step 5: PCR Review Form Print a copy of the PCR review form for each student after they have been locked in. Click on the student (locked) and then click on Print Blank Form this form will show only the applicable standards for this student, ODE guidance, and the required corrective actions if the standard is not in compliance. Hint: At any time during this process you may also click on More Detail to pull up the demographic information on the student. 10

11 Step 5: PCR Review Form continued SPR&I Database User Guide 2011 To allow for efficient data entry, complete the file review prior to entering the data into the SPR&I system. ODE recommends you retain copies of these forms in case of further questions during the verification process. 11

12 Step 6: Data Entry The left side-bar will list the various compliance areas, followed by the standards that apply for the individual student. Select Not Entered in the Display Standards box to complete data entry. There is a drop down menu provided in the Display Standards box that allows sorting by other criteria (e.g. all or by compliance status). To select a compliance status, click on the Not Reviewed and a drop-down menu will appear. 12

13 Step 6: Data Entry continued SPR&I Database User Guide 2011 Select the appropriate compliance status, add comment if appropriate, and then click on one of the save options. Save and previous will allow you to go back to the previous standard; save and next will display the next standard that requires review. 13

14 Step 6: Data Entry continued SPR&I Database User Guide 2011 If you mark No or NA on any standard, you must include a comment that describes what was out of compliance or why it was not applicable. To simplify the process, the SPR&I system may automatically insert a common response. You may edit that response or substitute with a different response. Hint: ODE county contacts closely review these comments, so please explain any unusual circumstances, provide specific details and be concise. 14

15 Step 6: Data Entry continued SPR&I Database User Guide 2011 Sometimes there is a quick and simple fix to a non-compliant standard and you don t have to wait for the ODE verification process. In the following case, clicking on corrected under compliance status will give you a prompt for further required information that will allow ODE verification of correction. Corrections for individual files must include the date(s) corrective actions were taken to correct the noncompliance. The required Corrective Action is seen on the right hand side of the screen. 15

16 Step 7: Final Review To check on your progress or to double check your data before submitting to ODE, look in the Standard Info column which shows the number of standards that still need to be reviewed. Or click on More Detail to show results, including the number of standards marked no, yes, NA, and corrected. ODE suggests you run the Compliance status by standard detail report which provides information on the state of noncompliance within and across files. (Click on SPED for list of options and reports.) The Correction Verified column is completed by ODE and ODE may mark a standard pending if further information is needed. 16

17 Step 8: Submit for ODE Verification Once you have entered all the compliance information for ALL the student files, a Submit all PCR Files button will appear. Don t forget to hit the submit button! PCR submission due date is February 24 th,

18 Step 9: ODE Verification Once you have submitted your PCR data, ODE can begin the verification process. ODE will closely review all comments so please be concise. Once the verification process is completed and all necessary student file corrections have been completed, your dashboard light will change to green. 18

19 Correction of Noncompliance ALL noncompliance must be reported. SPR&I Database User Guide 2011 ALL noncompliance must be corrected, either through file correction or additional file reviews. Correction must occur as soon as possible, but no later than one year from written notification from ODE of a finding. ODE tracks and reports all noncompliance through 100% correction in the Annual Performance Review (APR) submitted to the US Dept. of Education, Office of Special Education Programs (OSEP). Completing the SPR&I process allows districts a chance not only to identify noncompliance, but more importantly it identifies staff development needs and provides a link between compliance in student files with progress in the indicators. 19

20 Step 10: Correcting Individual Student Files SPR&I Database User Guide 2011 When individual student files need correcting, the SPR&I system will indicate what Corrective Action must be taken. Under Comments, data entry box(es) must be completed to verify correction. Further guidance is available on the PCR review form. If the student is no longer enrolled in your district or is enrolled but no longer eligible for special education services, contact your ODE county contact for guidance. Under those circumstances, usually you will be required to complete additional file reviews for this standard. 20

21 Additional File Reviews US Dept of Education, Office of Special Education Programs MEMO For all standards, evidence of compliance needs to be established through file correction or additional file reviews. Standard activity reviewed during the additional file review process must have occurred after the date of noncompliance reported in the initial review. You have only two choices for the compliance status for these standards (yes or no), but you may add a comment. In rare cases an NA may be used during this step. You may use an NA in the Additional File Review process if NA was an acceptable response for that standard in the initial PCR review and there are no files available to review for that standard. District Size Required # of files for initial PCR Required # of files for Additional File Review No SECC 0 0 Very Small ( SECC) Small ( SECC) 8 2 Medium ( SECC) Large (1000+ SECC)

22 Additional File Reviews Step 1: Student File Selection The Master SSID Summary list should be used as it will reduce the amount of time required to establish evidence of compliance across the standards and enhance the efficiency of the process. Select files that cover the majority of standards selected for additional file review. Click on Edit to enter the SSID number. Hint: If you have both secondary transition standards and SLD standards, do not select only high school files for SLD students this may skew your results. Simply edit the SSID number when reviewing those standards, but do not change the Master SSID List. 22

23 Step 1: Student File Selection continued SPR&I Database User Guide 2011 If the standard involved is age linked (e.g. ECSE, secondary transition) or disability linked (SLD), then you may need to substitute other student files that meet these criteria. DO NOT change the Master SSID list. Highlight the SSID number next to the compliance status column and enter the correct SSID # for the file reviewed. 23

24 Step 2: Data Entry Click on the standard listed under Additional Review List. 24

25 Step 2: Data Entry continued SPR&I Database User Guide 2011 Enter the compliance status for each student file. Only Yes or No answers will be accepted. You may add comments. If any of the files are noncompliant, the standard will roll over to Systemic Issues and additional interventions and file reviews will be required to demonstrate compliance. If all responses are yes the SPR&I system will verify your compliance. Exception: Some small school districts may have to enter an NA in this section if there are no files available to review for this standard. Consult your ODE county contact for further information. 25

26 Systemic Issues There are results that will trigger systemic issues: When more than 33% of the files are out of compliance for a standard during the PCR; and/or When any noncompliance is reported during the Additional File Review process. To correct systemic noncompliance: Step 1: Complete individual file corrections as needed. 26

27 Step 2: Interventions Select and conduct intervention(s) that address these standards. Be sure that the completion date of the intervention provides you sufficient time to review the actual implementation after the intervention! Remember that you have one year after the notification by ODE of a finding to verify correction of noncompliance. Click on add intervention and a selection of the more common interventions will appear. Or select other and enter the district intervention. Your master list of interventions will apply to all standards with systemic issues. You will also be able to edit the list within each standard if desired. 27

28 Step 3: File Review You cannot demonstrate compliance until the intervention has been completed. The timeframe for both the intervention and demonstration of compliance is within one year. Districts must show 100% compliance for ODE to sign off on verification of correction of noncompliance. Select only those files that show compliance for the standard after the intervention. In the following example, the district completed the intervention 4/15/2011 so they would need to review an eligibility determination that occurred after 4/15/

29 Step 3: File Review Additional Screen Views SPR&I Database User Guide

30 There are a number of reports you can print using the SPR&I database. In addition to extensive data provided for the indicators, you can access the multiyear database and other reports by clicking on SPED. 30

31 If you have any questions, please give your ODE county contact a call! We are here to help you and be a resource. And let all your lights be green! 31