Compliance Monitoring Orientation

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 15th

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.

TT

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