Compliance Monitoring and Special Education’s Focus Monitoring 2013-2014

1. Compliance Monitoringand Special Education’sFocus Monitoring 2013-2014

2. Electronic Monitoring Documents • The SDE is implementing an Electronic Format for Compliance Monitoring for the first time. • Each District’s Superintendent must designate someone from the District to be over Compliance Monitoring. • This person must be listed in the Compliance Monitoring Position in the Education Directory in order to submit information pertaining to the Corrective Action Plan (CAP).

3. How to respond to citations! • Each LEA must have a designated person listed as Compliance Monitor Position in the Education Directory. • This person will be the only one that can respond to the LEA CAP Response that will be listed on the website: • http://connect.alsde.edu/sites/dsp/mon/default.aspx • Operating instructions will be coming soon by email…

4. NEW ADDITIONS OF OTHER SECTIONS Special Education will be added to each visit, but will keep their deadlines they have had in the past. Special Education will use all four days to complete their Focused Monitoring. Special Education will be at the Entrance Conference with the Compliance Monitoring Team but will have a separate Exit Conference with their team. .

5. OTHER NEW ADDITIONS Instructional Serviceswill include Library Media and Transcript Audits. Library Media information will be gathered primarily through desk reviews. Transcript Audits will be performed during the Compliance Monitoring visit. During a Transcript Audit, 11th and 12th grade students’ transcript will be randomly pulled. 20 to 30 transcripts will be pulled from the junior and senior classes to check and see if each student is on track to graduate..

6. School Nurses • School Nurses will be located at the end of the Prevention and Support Section. • School Nurses will be listed under Health Services in the paper on-site manual on pages 72-75. • School Nurses at each school must have their license on them just like they have their driver’s license. They also need to be CPR Certified.

7. Things we need to know about Compliance Monitoring and the Focus Reviews • We will have a Entrance and Exit Conference for each district. If the Entrance Conference is not held at the Central Office, please let me know before your scheduled monitoring date. • We will have sign in sheets for all State Department of Education personnel. • SDE personnel may need directions to all the schools. • The internet access code will be needed from the district. • SDE personnel will need to know what time schools open and close. • SDE personnel may need the names and directions to local restaurants. • The Entrance Conference will be a time to introduce SDE personnel and LEA personnel as well as answering many of the statements above. Normally the Entrance Conference does not last over 20 or 30 minutes. • During the Compliance Monitoring visit some sections will finish much earlier than other sections. These sections may need to meet with District Personnel to explain any citations or Recommendations they may have to share.

8. FREQUENTLY ASKED QUESTIONS?? • Please visit the State Department of Education website to view frequently asked questions about Compliance Monitoring. www.alsde.edu … the home page will come up. Go to Offices, then go to Offices of Supporting Programs, click on Compliance Monitoring. Compliance Monitoring page will come up and there you can see FAQ’s.

9. OTHER ADDITIONS TO THE MONITORING DOCUMENT Administration and Finance has 3 questions pertaining to the LEA’s School Board and Board Members. This is located on page 3. This information will be check after the Entrance Conference. Please have the proper documentation ready for review.

10. COMMON 2012-2013 CITATIONS • ADMINISTRATION AND FINANCE: • Monthly financial statements and cash balance/bank reconcilements need to be presented to the local boards as an agenda item. • Problems with Fixed Asset Inventories have occurred.

11. COMMON 2012-2013 CITATIONS • Federal Programs: • EL Core Program • Enrollment Procedures • Board Policies that deal with Immigrant, Migrant, Homeless, and EL students • Highly Qualified Teachers • Inventories for Equipment Bought with Federal Funds

12. COMMON 2012-2013 CITATIONS • Career Technical Education: • Teacher Certifications has been an issue. • Properly kept inventory list of equipment purchased. • Updated Policies and Procedures.

13. COMMON 2012-2013 CITATIONS • Prevention and Support : • School Board Policies being up to date. • Posting of fire and severe weather plans in areas that house students. Drills must be posted in Virtual Alabama this year. • New information and guidelines on CODE RED DRILLS plus a Board Policy to address Principals that do not follow the guidelines.(Note this has changed) • Panic hardware, correct storage of flammables, safety signs and equipment placement in correct areas in Career Tech Shops, gas cut offs, vents in science labs, eyewash and protection, and fire blankets.

14. COMMON 2012-2013 CITATIONS • Technology received very few citations last year.

15. COMMON 2012-2013 CITATIONS • Transportation: • Students with Disabilities was cited numerous times last year. Shortening of school day, IEP communications, seat belt and wheelchair restraints improperly secured. • Incorrect Route Reports were very common. • Extra curricular activities involving bus transportation were not coded correct nor were schools paying mileage correctly. • Drug testing procedures and percentages of drivers were not correct in many cases.

16. Compliance Monitoring Office Contact Information Compliance Monitoring Coordinator Administrator Assistants DONNA CANNON dcannon@alsde.edu 334-353- 5056 Office Phone Cindy Colquitt cindyc@alsde.edu 334-242-9728 Office Phone • PAUL GAY • pgay@alsde.edu • 334-242-9728 Office Phone • 334-649-9211 Cell Phone