Orientation for New Directors of Special Education

1. Orientation for New Directors of Special Education Nick Easter Christel Hockensmith Susan Farra Denise Bailey November 2012

2. Infinite Campus for New Directors of Special Education

3. Custom Reports Path: Student Information > Reports • Caseload Summary Report • Plan Audit

4. Caseload Summary Report Path: Student Information > Reports > Caseload Summary This report lists detail information about each student in your caseload. If you enter the effective date, it will filter the list of students to only those where your team membership is active, and their IEP and enrollment is active. The report generates the following information: Student Name, SSID, Disability, Special Ed Status, Special Ed Setting, Re-Evaluation Date and IEP start and end dates. This report will also show you if the student is missing information in the afore mentioned fields or if the student has overlapping IEPs

5. Caseload Summary Report

6. Caseload Summary Report

7. Plan Audit Report Path: Student Information > Reports > Plan Audit This report is for users that have entered data that is invalid in terms of frequency or duration. This report lists services and plans based on the auditing types to help clean up these possible data errors. This report can also be used to look for IEP information such as: No Start/End Date, End Date before Start Date, Plan Overlapping, Without a service, or Over a year old.

8. Plan Audit Report

9. Plan Audit Report

10. IDEA Dec 1 Child Count • Districts provide this information to KDE, which in turn provides an application to the US Department of Education’s Office of Special Education Programs (OSEP) for Federal funding under Part B of the Individuals with Disabilities Act (IDEA). • Districts provide their December 1 Child Count to the KDE as required under Part B of the Individuals with Disabilities Education Act (IDEA-B), as amended. • This count is also used to determine the amount of the ‘Exceptional Child Add-on’ to the Supporting Education Excellence in Kentucky (SEEK) funding formula for local districts.

11. IDEA Dec 1 Child Count The IDEA Dec 1 Child Count only displays students who meet specific criteria within a chosen calendar. • A student must meet the following criteria to appear on the IDEA Dec 1 Child Count: • The student must have an active enrollment in effect on December 1st of the reporting year. • The student must NOT be marked “No Show” on the enrollment in effect on December 1st of the reporting year. • Students marked State Exclude will show on the report if all other criteria are met. • The student must have an enrollment status of A or AR on an IEP with a date range which overlaps December 1st of the reporting year. • The IEP must be locked. • The student must have a primary disability chosen on the IEP enrollment editor. • The student must have a Special Ed (LRE) setting chosen on the IEP editor enrollment screen. • The start date for the IEP must be on or before December 1 of the reporting year. • The start date for the IEP must not be prior to December 2 of the previous year. • The end date for the current IEP must be after 11/30 of the reporting year. • If the IEP is marked “Inactive” on the IEP Enrollment Editor, the student will still pull on the report if: • The student has an IEP End Date that is ON or AFTER 12/2 of the reporting year. • The student meets all other criteria. • The student must have a valid KY evaluation document (see Determination of Valid Evaluation Document below).

12. IDEA Dec 1 Child Count

13. IDEA Dec 1 Child CountWarning and Critical Errors

14. IDEA Dec 1 Child CountCritical Errors

15. CEIS Data Collection and Reporting • For districts that were required to set aside 15% of its IDEA allocation (calculated from the total amount of both the Basic and Preschool IDEA funds) awarded July 1, 2011 to implement Coordinated Early Intervening Services (CEIS). • As a result throughout the course of this year Districts were to track the number of non-disabled special education students who were provided CEIS. • If your District was required to preform CEIS Data Collection and Reporting you were notified via email from Chris Thacker.

16. CEIS Data Collection and Reporting Data Standards document on KDE webpage • Create a program flag • Applying flag to a group of students • Searching for and creating a ad hoc for CEIS Students

17. Special Education Exit Report To be included on the special education exiting report, a student must: • Be 14 years of age as of December 1 of the reporting year; • Have a special education status of active or active/referred on either the first school day of the reporting year OR the last school day of the previous year and anticipated to return (no show); • Have a special education status other than Active/Active Referred on the last school day of the reporting year. • A ‘no show’ is a student who was enrolled on the last school day of the previous year and was anticipated to return for the current school year but was not enrolled on the first day. A no show student should appear on the exiting report if the student fails to return for the reporting year. Data Entry • PATH: Student Information | General | Enrollments Tab |Special Education Section • Special Ed Status on first day of instruction must be A: Active or AR: Active Referred and at time of exiting changed to I: Inactive • Special Ed Exit Status – select the reason the student is no longer receiving Special Education and Related Services • 01: Transfer to Regular Ed • 02: Graduated with a Diploma • 03: Certificate of Attainment • 04: Maximum Age • 05: Deceased • 06: Moved, Known to Continue • 07: Dropped Out • Special Ed Exit Date – Enter the date student withdrew from district or was released from special education. If the student exits by withdrawing from the district, this date should match the end status date on the Enrollment section.

18. Special Education Exit Report

19. SpEd EOY Behavior Reports IAES – Unilateral Removals This data cannot be gathered from Infinite Campus; therefore, an excel spreadsheet will be sent to district Director of Special Education after trainings are complete. Interim Alternative Educational Setting (IAES): An appropriate setting determined by the child’s ARC (IEP team) in which the child is placed for no more than 45 school days. This setting enables the child to continue to receive educational services and participate in the general education curriculum (although in another setting) and to progress toward meeting the goals set out in the IEP. As appropriate, the setting includes a functional behavioral assessment and behavioral intervention services and modifications to address the behavior violation so that it does not recur. • Data will be entered on the EOY IAES Reporting.xls Spreadsheet and submitted to Chris Thacker

20. SpEd EOY Behavior Reports Removal Report Removal Report: Report of behavior removals of Special Education students from their regular setting; this includes SSP3 (out of school suspension) and INSR (In-School Removal) • Choose Removal from the drop list • Generate Report Data cleanup: • Report should not have any cells with no data in column O resolutionendtimestamp • Report should not have any cells with a value of zero in column M resolutionlengthschooldays • Save file as ###_SPED_EOY_Behavior _Removals.xls (### = district number) • Upon review and verification of the data, submit the CSV extract as generated from Infinite Campus via the Secure File Transfer (DoSE upload).

21. SpEd EOY Behavior Reports Expulsion Report: Report of behavior resolutions of SSP1 (Expulsion, Receiving Services) and SSP2 (Expulsion, not Receiving Services). This report includes ALL students (special education and regular education) • Choose Expulsion from the drop list • Generate Report Data cleanup: • Report should not have any cells with no data in column O resolutionendtimestamp • Report should not have any cells with a value of zero in column M resolutionlengthschooldays • Save file as ###_SPED_EOY_Behavior _Expulsions (### = district number) • Upon review and verification of the data, submit the CSV extract as generated from Infinite Campus via the Secure File Transfer (DoSE upload). Expulsion Report

22. IAES EOY Reporting IAES – Unilateral Removals This data cannot be gathered from Infinite Campus; therefore, an excel spreadsheet will be sent to district Director of Special Education after trainings are complete. Interim Alternative Educational Setting (IAES): An appropriate setting determined by the child’s ARC (IEP team) in which the child is placed for no more than 45 school days. This setting enables the child to continue to receive educational services and participate in the general education curriculum (although in another setting) and to progress toward meeting the goals set out in the IEP. As appropriate, the setting includes a functional behavioral assessment and behavioral intervention services and modifications to address the behavior violation so that it does not recur. • Data will be entered on the EOY IAES Reporting.xls Spreadsheet and submitted to Chris Thacker

23. Resources Documents and Resources for Special Education in Infinite Campus can be found here: http://education.ky.gov/specialed/excep/Pages/Student-Information-System-Special-Education.aspx

24. IDEA Monitoring: The Basics

25. KDE’s System of General Supervision

26. General Supervision IDEA requires each state department of education to have a system of general supervision in place to ensure that Local Education Agencies (LEAs) are both in compliance with the requirements of the act, as well as to ensure improved outcomes for students with disabilities.

27. 707 KAR 1:380. Monitoring and recovery of funds The Kentucky Department of Education shall conduct monitoring of LEAs and other agencies that provide educational services to children with disabilities on a regular basis to determine compliance with federal and state requirements.

28. KDE implements its general supervision responsibilities through a variety of methods including, but not limited to: • implementation of statute and regulations • policies and procedures • on-site and off-site monitoring • data collection and analysis • dispute resolution procedures (i.e. Mediation, Formal Complaints and Due Process Hearings)

29. technical assistance activities • interagency agreements or Memorandums of Understanding (MOUs) • by the dissemination of promising practices through the Special Education Cooperatives.

30. KDE’s General Supervision system can be likened to the pieces of a puzzle in that there are many components that fit together to form a complete picture of general supervision

31. How and What Does KDE Typically Monitor?

32. Consolidated Monitoring of State and Federal Programs In an effort to meet district requests to reduce time and services dedicated to the monitoring of federal and state programs, the Kentucky Department of Education developed the process of coordinating monitoring of its state and federal programs.

33. Consolidated Monitoring of State and Federal Programs Several of the state and federal programs requiring a monitoring visit the designated districts and provide a report including feedback and support to ensure compliance and effectiveness. These composite reports will be available to the public via the KDE website.

34. In addition, Kentucky continues to implement its State Performance Plan (SPP) as required by IDEA. The state’s progress on the twenty SPP indicators is reported annually to the U.S. Department of Education’s Office of Special Education Programs (OSEP) through the Annual Performance Report (APR).

35. Monitoring of SPP/APR Indicators is determined in one of two ways:

36. Compliance Indicators • Compliance indicators (4b, 9a, 9b, 11, 12, 13) in which districts must maintain 100% rate of compliance and therefore are monitored annually. Districts are issued citations of noncompliance consistent with protocol. Data verification of these indicators may be required in addition to the established priority areas.

37. Performance Indicators • In addition to compliance indicators, some performance indicators have improvement activities that require specific monitoring of districts (e.g. APR Indicator 5 – LRE)

38. Monitoring of APR indicators may be accomplished either through desk audits or onsite visits as determined by leadership.

39. Corrective Action Plans (CAPs) • Correction of Noncompliance

40. 707 KAR 1:380. Monitoring and recovery of funds • A CAP approved by the KDE shall be monitored and shall be an official document requiring the LEA to meet the specified activities. The KDE shall not initiate further sanctions during the time period specified in the CAP unless requested by the LEA.

41. 707 KAR 1:380. Monitoring and recovery of funds • Any noncompliance verified by monitoring shall be corrected within twelve (12) months from the date of the notification to the LEA of the noncompliance.

42. Regardless of the specific level of noncompliance, if a State finds noncompliance in an LEA, the State must notify the LEA in writing of the noncompliance, and of the requirement that the noncompliance be corrected as soon as possible, but in no case more than one year from identification.

43. In determining the steps that the LEA must take to correct the noncompliance and to document such correction, KDE may consider a variety of factors, including whether the noncompliance:

44. was extensive or found in only a small percentage of files; • resulted in the denial of a basic right under the IDEA (e.g., an extended delay in an initial evaluation with a corresponding delay in the child’s receipt of a FAPE or early intervention services); and • represents an isolated incident in the LEA or reflects a long-standing failure to meet the IDEA requirements.

45. Systemic Noncompliances: • Training • Record Reviews by the district • Follow-up and capacity building within the district • Quarterly updates to KDE What Does A CAP Typically Consist of? Student-Specific: ARCs must reconvene to correction student-specific noncompliance

46. In ensuring that each individual case of noncompliance has been corrected, the State does not need to review each child’s record in the LEAs where the noncompliance occurred, but rather may review a reasonable sample of the previously noncompliant files to verify that the noncompliance was corrected. - OSEP Memorandum 09-02

47. Important Monitoring Resources • Federal and State Regulations • 2012-2013 Compliance Record Review Document • Guidance Document for IEP Development (May 21, 2012) • KDE Eligibility Policy Letter (August 30, 2010) • Policy Letter Eligibility Q and A (April 3, 2012)

48. Common Pitfalls

49. PITFALL #1: STATEMENT OF REJECTION OF REGULAR CLASSROOM AS LEAST RESTRICTIVE ENVIRONMENT 707 KAR 1:350(1) “An LEA shall ensure that special classes, separate schooling, or removal of children with disabilities from the regular classroom environment occurs only if education in the regular classroom environment with the use of supplementary aids and services cannot be satisfactorily achieved due to the nature or severity of the disability.”

50. PITFALL #1: STATEMENT OF REJECTION OF REGULAR CLASSROOM AS LEAST RESTRICTIVE ENVIRONMENT • RECORD REVIEW DOCUMENT SAYS: • “If after first considering provision of services within the regular educational environmental setting, a more restrictive setting is selected, there must be a statement given for the reason services cannot be provided in the regular educational environment.”