Special Education Self−review (SESR) Activity One: The Monitoring Plan

1. Special Education Self−review (SESR)Activity One:The Monitoring Plan

5. SESR Activity One – Step One

6. December 21, 2012: Hard copy and electronic Monitoring Plan submission to CDE for approval March 15, 2013: Student and LEA level findings report submitted electronically to CDE Student level corrective actions due electronically to CDE based on successful submission of student and LEA level findings District level corrective actions due electronically to CDE based on successful submission of student and LEA level findings Electronic and Hard Copy Data Due Dates

7. To ensure that the Local Education Agencies (LEAs) are providing appropriate supervision and monitoring of special education programs and services; To determine whether, or not, students receive educational benefit in district special education programs, and To provide information to the California Department of Education (CDE) regarding key compliance questions based on the use of CDE specified tools and assessment methodologies. Page 4-14 Purpose of the SESR? (SESR Instruction Manual)

8. The SESR will answer the following questions: Does the LEA provide services and programs, which are reasonably calculated to result in Educational Benefit using the Rowley standard? Does the LEA provide services that result in Educational Benefit as measured by special education goals and State Performance Plan Indicators? Does the LEA comply with procedural guarantees that are known to be frequent noncompliance items in other districts? Purpose of the SESR?

9. The SESR will answer the following questions: Does the LEA fulfill its responsibilities when other districts and programs serve its students? Does the Special Education Local Plan Area (SELPA), of which the district is a part, fulfill its responsibilities for monitoring the procedural elements of the Local Plan? Does CDE provide effective general supervision in accordance with the State Performance Plan (SPP)? Purpose of the SESR?

10. 34 Code of Federal Regulations Section 300.600 General Supervision The CDE is responsible for providing general oversight of all public special education programs in the State of California. SESRs are one component of CDE’s quality assurance process and general supervision responsibilities. Why are SESRs required?

11. Every four years UNLESS… A district is identified and/or has participated in a recent verification review (VR) When are SESRs required?

12. CDE has provided each SELPA with a link to a File Transfer Protocol (ftp) website that includes the following resources: PowerPoint Trainings Master Item Table District Data Reports SESR Software Manuals Forms SESR Materials

13. Developed by districts, approved by CDE The monitoring plan provides focus, direction, and acts as a strategic plan for the SESR Sources of information used in monitoring plan development include: 1. Parent Input (meetings and surveys) 2. State Performance Plan Indicators (SPPI) 3. Compliance History Complaints Due Process Hearings 4. Other Data Sources Monitoring Plan

14. Items and areas for investigation included in the monitoring plan are entered into the SESR software to generate the SESR review protocols for: Infant/Toddler Preschool School Age SELPA Governance Policies and Procedures Fiscal Monitoring Plan

15. SESR Activity One - Step Two

17. Pages 10-11 Parent Input - Meeting(s)

18. Parent Input - Meeting(s) • Invitations must be sent to ALL parents or guardians of children receiving special education services within the district. • The district must conduct at least one Parent Input meeting • If < 20 percent participation at meeting, the district must send out the parent survey. • If 25 percent or more of the district’s home language surveys indicate a language other than English, an interpreter shall be present at the meeting.

19. Parent Input - Surveys Alternative methods of data collection must be completed: • If 25 percent or more of the district’s home language surveys indicate a language other than English, the district shall develop a survey in that language(s). • If < 20 percent attend meeting or complete and return survey, the district must use additional means (such as phone or email surveys, surveys at IEP meetings, etc.) to bring the total to 20%. • CDE has surveys available in several languages.

21. SESR Activity One - Step Three

22. Parent Input - Monitoring Plan • Information obtained from the district’s parent input activities must be included in the monitoring plan, if one or more of the following three conditions apply: • It is identified during one of the parent input processes, and is validated by other district data; • It appears to be a violation of state or federal law or regulation; and/or • It was expressed by several parents, affects a number of students, or occurs at a number of school sites.

23. A search box is available by highlighting a column and then using the Ctrl + F key on the computer keyboard. Use a search word to locate the most appropriate item number. Master Item Table

24. Enter the appropriate Individual Item Number(s) from the Parent Input Item SummarySheetor the Master Item Tablefor items to be investigated for each potential compliance issue. The title is a short descriptive name of the area being investigated (e.g. Assessment Plan-15 day timeline) The description is a short statement that is the basis for the investigation. State the number and percentage of responses, where the information was collected (i.e. Parent Survey or Parent Meeting), and the issue of concern.

25. Parent Input - Recommendations • Parent input meeting invitation and the meeting date • Include a copy of the parent survey in the invitation with a self-addressed, stamped envelope • Convenient and centralized meeting location(s) • Reasonable accommodations • Arrange for interpreters • Two-hour session • Consider using SEEDS to summarize parent input data http://www.scoe.net/seeds/

26. To access the SEEDS website go to: http://www.scoe.net/seeds/. The screen shown here will appear. Select the indicated area to access the SESR materials.

27. This screen will appear. To use the SEEDS Information Management System for the SESR Parent Surveys, please contact Robin Ryan at: 916- 228-2388.

28. State Performance Plan Indicators (SPPI) CDE collects the data through the California Special Education Management Information System (CASEMIS) for reporting in the Annual Performance Report. • Includes district’s previous submission through SELPAs and other appropriate sources; • SPPI are measures of progress toward achieving statewide special education goals and are based on compliance, enrollment, and performance data • The SESR is concerned with district data submitted for the following SPPIs:

29. Graduation (Grade 12) Dropout (Grades 7 - 12) Assessment (Grades 3 - 8, 10) A. Met AYP B. Participation English-language Arts Mathematics Performance English-language Arts Mathematics 5. LRE (Ages 6 - 22) Inside of regular class > 80% Inside of regular class < 40% SPPI

30. LRE – Preschool (Ages 3 - 5) Assessment – Preschool (Ages 3 - 5) Parent Involvement (Ages Birth - 22) 11. Eligibility evaluation - Initial (Ages Birth - 22)- Determination made within 60 days SPPI

31. Transition Part C to Part B not later than 3rd birthday Secondary Transition Goals and Services (Ages 16 – 22) Post-school Outcomes - (High School)Competitively employed, enrolled in post-secondary school, or both SPPI

32. YES The district must include SPPIs in the monitoring plan if the data report indicates “Yes” in the "Action required" column or when the target is not met. NO

33. X SPPI Indicator Two, district dropout rate is 8.4%, the target is 6.1%. Enter the reason that the indicator needs to be investigated. Check the box that corresponds to the SPPI area in the district’s Data Report (i.e. "YES" in the "Action Required" column or when the target is not met).

34. Compliance History • Districts must review the last three years of compliance history, not including the current year: Complaints • Pattern of noncompliance • Corrective actions that persistently exceed timelines Due Process Hearings • Pattern of noncompliance • Corrective actions that persistently exceed timelines

35. Compliance History • Include in the monitoring plan if… • Items from past complaint allegations in which there were noncompliant findings, or due process hearings in which there were findings of noncompliance, and • There is an ongoing pattern or trend to the noncompliance • If the district has persistent open corrective actions, exceeding mandated timelines, • The compliance item in questions is related to one of the overall monitoring questions (slides 8 & 9).

36. Other Data Sources District Data can be viewed on CDE’s website: http://data1.cde.ca.gov/dataquest/ Districts will be using the 2010 --11 Data Reports.

37. Other Data Sources • Other data to be considered by district: • District status on Highly Qualified Teachers • CAPA percentage: Over 1%? • Overdue annual and triennial IEP status

38. Located on Master Item Table Title-Enter a short descriptive name of the compliance concern Description- Include the source of the concern (due process hearings, complaints), and the number of noncompliant findings. 4-1-3 IEP Implementation There were nine findings of noncompliance in complaints filed with CDE regarding implementation of the IEP.

39. SESR Activity One - Step Four

40. Required Number of Records

41. All Special Populations must be adequately investigated for all issues arising from the data (e.g., the number of records of students who are of transition age; the eligibility category, the number of files that represent students with OHI/Diabetes, etc.).

42. For each of the settings where students are served,the district must indicate the number of students that will be included in the review (e.g., "District-wide, there are 10 students served in NPS programs, 3 are included in the review.").

43. SESR Activity One - Step Five

44. SESR Activity One – Step Six Return to Step 5 Go to Step 8

45. SESR Activity One – Step Seven

46. Page 2-7 Installing the Software For detailed instructions and screen shots please refer to the Software Installation Manual (Software Installation Manual)

47. DO: Load the SESR software on to one designated personal computer (PC) with Window XP or Windows 7 operating system Read your manuals: Instructions Manual Software Installation Manual Detailed Software Manual DON’T: Install SESR software on an Apple computer! Share your password SESR Software Preparation

48. It is recommended that one person be responsible for entering data and making corrections in the software. This person should: Have analytical skills to be able to question the reviewer information and findings Have good editing skills SESR Software Preparation

49. The monitoring plan is reviewed by the CDE Consultant & Administrator • No concerns -- Signed by both the Consultant and Administrator and returned to LEA. • Concerns -- Changes/Concerns are discussed with the LEA. The Monitoring Plan may be returned for editing prior to approval. Once changes are made, it is resubmitted to CDE for consultant re-review and approval.

50. SESR Activity One – Step Eight