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Special Education Compliance Training for Federal Monitoring Process

This training program provides participants with knowledge of the steps in the special education monitoring process, required activities for self-assessment, information entry into IMACS, and resources for assistance. It includes conducting self-assessment, file review, timelines submission, documentation for desk review, and parent surveys.

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Special Education Compliance Training for Federal Monitoring Process

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  1. Special Education Compliance Tiered Federal Monitoring Self-assessment TrainingCohort 1 Missouri Departmentof Elementary and Secondary Education October 2017

  2. Learning Objectives Participants will know 1. the steps in the special education monitoring process for federal tiered monitoring; 2. the required activities for the self-assessment and the due dates for submission; 3. how to enter information into IMACS; and 4. resources for questions and assistance.

  3. Self-Assessment Year Training for Self-Assessment - Oct Conduct Self-Assessment - Nov-Jan Surveys of parents of special education students during the school year. Submit Self-Assessment in IMACS - Feb 1 Submit Verification Documentation for the Desk Review - Apr 1 Submit Timelines (Initial/C to B) - May 15

  4. Conducting the Self-Assessment • FOUR ACTIVITIES: • File Review • Timelines • Documentation for the • Desk Review • Parent Surveys

  5. 1. File Review: Preparing • File review due February 1, 2018. • Areas to be reviewed for ALL LEAs in Cohort 1 • Initial Evaluations • Referral, review of existing data and evaluation report • Categories: LD, ID, OHI, LI, YCDD • Reevaluation • With or without additional assessments • Discipline • Additional areas IF SPP indicator is NOT MET on district’s SPED Profile • IEP for SPP 3 • Placement in LRE for SPP 5 • Transition for SPP 1, 2, 13 and/or 14

  6. Choose Numbers and Type of Files • Number of files to select: • Based on the December 1, 2016 child count for the agency, the following number of files should be used as a guideline for conducting file reviews: • Less than 10 – all files reviewed • 11-99 – minimum of 10 files reviewed • 100-199 – minimum of 15 files reviewed • 200-999 – minimum of 25 files reviewed • More than 1000 – minimum of 40 files reviewed

  7. Choose Numbers and Type of Files • The district will need to select a sampling of files for children who were initially evaluated and for children who had a reevaluation in the present or preceding school year. The district will use each child’s file for reviewing as many items as possible. (e.g., If reviewing a child’s file for SPP Indicator 13 – postsecondary transition, you can also review that file for IEP content, for reevaluation process, for LRE placement and, possibly for discipline).

  8. 1. File Review: Selecting • Files should be selected to represent • a cross section of ages, grade levels and buildings within the district including ECSE; and • a variety of disabilities and placements. • Do NOT review files of students that were found ineligible for special education. • Select files from the current and prior school year. • SPP indicators may trigger specific files to review.

  9. 1. File Review: Conducting • Read the entireindicator. • Refer often to the Special Education Compliance Program Standard and Indicators manual for guidance and clarification. • Do not rely only on the IMACS checklist. • Determinations are Yes = documentation is present No = documentation is missing N/A = indicator doesn’t apply • MUST be submitted in IMACS by February 1, 2018.

  10. 2. Timelines: Submission • Timeline submission due May 15, 2018. • Initial Evaluations • Include all students (ineligible and eligible). • Part C to Part B Transition • Include all students referred from Part C whose referral date and birthday fall within the data collection period. • Data collection for timelines will cover the period from July 1, 2017 to April 30, 2018.

  11. 3. Documentation for the Desk Review • Districts will be required to submit selected documentation from the files of specific students for the desk review. • This documentation is due in IMACS no later than April 1, 2018. • DESE supervisors will review and verify each district’s self-assessment in IMACS during desk monitoring conducted from April – July 2018.

  12. 4. Parent Surveys • Purpose is to increase parent engagement • Provide data for SPP Indicator 8 Percent of parents with a child receiving special education services, who report school facilitated parent involvement as a means of improving services and results for children with disabilities. • All parents of students with disabilities served by the LEA should participate in the Parent Survey: • During second semester of the 2017-18 school year • Follow instructions for conducting the survey • LEA provides parent with survey • Parent completes and returns survey • LEA will receive results of surveys to use in planning for increasing parent involvement.

  13. IMACS

  14. Where to Access IMACS

  15. DESE Web Application Logon

  16. Web Application Menu

  17. Accessing the Initial Timelines

  18. Accessing Part C to B Transition

  19. Things to Keep in Mind • Know who has “administrator access” in your LEA. • Do not hit “submit” until you are sure what you have entered is ready to be reviewed by DESE. • Watch for messages and updates. • IMACS must be “live” to enter data: • Expected to be at the end of October or first of November. • You will receive an email regarding “live” status.

  20. While Conducting the File Review • Read the entire indicator. • Refer often to the Special Education Compliance Program Standards and Indicators manual for guidance and clarification. • Do not rely only on the IMACS checklist language. • Determinations are: Yes = documentation is present No = documentation is missing N/A = indicator doesn’t apply

  21. DUE February 1, 2018 Entering the File Review for the Self-Assessment

  22. Student Name

  23. Student Name

  24. DUE May 15, 2018 Entering Data for Timelines

  25. Resources Office of Special Education Special Education Compliance (Part B) P.O. Box 480, Jefferson City, MO 65102-0480 Phone: 573-751-0699 Email: secompliance@dese.mo.gov

  26. Learning Objectives Participants will know 1. the steps in the special education monitoring process for federal tiered monitoring; 2. the required activities included in the self-assessment and due dates for submission; 3. how to enter information into IMACS; and 4. resources for questions and assistance.

  27. The Department of Elementary and Secondary Education does not discriminate on the basis of race, color, religion, gender, national origin, age, or disability in its programs and activities.  Inquiries related to Department programs and to the location of services, activities, and facilities that are accessible by persons with disabilities may be directed to the Jefferson State Office Building, Office of the General Counsel, Coordinator – Civil Rights Compliance (Title VI/Title IX/504/ADA/Age Act), 6th Floor, 205 Jefferson Street, P.O. Box 480, Jefferson City, MO 65102-0480; telephone number 573-526-4757 or TTY 800-735-2966; fax number 573-522-4883; email civilrights@dese.mo.gov

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