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Compliance Monitoring and Special Education’s Records Review 2014-2015

Compliance Monitoring and Special Education’s Records Review 2014-2015. Electronic Monitoring Documents. The SDE is implementing an Electronic Format for Compliance Monitoring for the second year.

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Compliance Monitoring and Special Education’s Records Review 2014-2015

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  1. Compliance Monitoringand Special Education’sRecords Review 2014-2015

  2. Electronic Monitoring Documents • The SDE is implementing an Electronic Format for Compliance Monitoring for the second year. • ASSIST and Share Point will be used during the 2014-2015 school year. If your district is listed as a pilot, ASSIST will be used during your review. Otherwise, Share Point will be used in each district. • 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) in Share Point.

  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 sent prior to each review through my office.

  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 one day to complete their record review and meet with Special Education Coordinator and whomever the LEA wants in the meeting.. Special Education will not be at the Entrance Conference with the Compliance Monitoring Team. Giftedwill have a separate Exit Conference with the LEA and will be present at the Compliance Monitoring Entrance Conference. .

  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 67-69. • 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. • We have set aside four days for each Compliance Monitoring Review. However, it may not take us the entire four days to complete the review. Therefore, the Exit Conference will be TBA.

  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. Also, an addition to Technology will include the Data Governance and Use Policy. The check list will be in the on-site manual but it will be a desk audit and checked at the Department.

  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. • 2013-2014 COMMON CITATIONS • Administration and Finance had a total of 5 citations all year and each one was different. No common citation.

  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 • 2013-2014 COMMON CITATIONS • Does the LEA include the following components in its LEA Title I Plan: • Question 11I • Has the Lea developed a high-quality age appropriate English language instruction education programs, which are scientifically researched based and designed to meet the needs of LEP children, including immigrant children and youth?

  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. • 2013-2014 COMMON CITATIONS • Has the LEA met negotiated performance level for student graduation rate, placement and non traditional completion • Administrator, Counselor, and teacher requirements for certification.

  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 and for the 2013-2014 reviews!!!!!!!! • GREAT JOB TECH COORDINATORS!!!!

  15. 2013-2014 MOST POPULAR CITATIONS FOR PREVENTION AND SUPPORT All questions that had anything to do with Virtual Alabama was by far the #1 Citations!!!! Also, proper storing of Flammables was the 2nd highest in Prevention and Support.

  16. HEALTH SERVICES is a part of Prevention and Support. 1st year in Compliance Monitoring Most Common Citations! Individualized Health Care Plans for students with chronic health problems or health concerns that affect their ability to learn, including location of medicines, transportation , field trips, extracurricular activities and unforeseen events. Proper annual training for unlicensed medication assistant school personnel (Medication Assistant).

  17. COMMON 2012-2013 CITATIONSand for2013-2014 • Transportation: • Students with Disabilities was cited numerous times last year. Shortening of school day, IEP communications, seat belt and wheelchair restraints improperly secured. Question 10 A-D. • Incorrect Route Reports were very commonand Coding drivers in LEAPS report. (cost systems money) • 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.

  18. INSTRUCTIONAL SERVICETranscript Audit and Library Media Most Common Citation in Library Media CERTIFICATION OF THE LIBRARIANS No Citations are given in Transcript Audits, only recommendations. However, if there are numerous mistakes on the transcripts, a full audit will be ordered on all transcript in the district.

  19. 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

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