Conference Call Today - November Intensive Verification Summary (319 KB), Attachment SPS RC-CAP Verification Status_Novem~1

8/10/2019 Conference Call Today - November Intensive Verification Summary (319 KB), Attachment SPS RC-CAP Verification Status_Novem~1

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Seattle School District

Revised Comprehensive Corrective Action Plan

OSPI Verification Status November Intensive 2!"

#ar$eted Outcome !%: Establish and implement effective, equitable, and systemic strategic activities integrated within the Seattle PublicSchools Strategic Plan to refine the infrastructure of special education services to ensure the provision of a free and appropriate public education(FAPE to students eligible for special education and related services at the district level in full compliance with corresponding federal and state

regulations!#ar$eted Outcome 2%: "reate and maintain a uniform mechanism for special education program and fiscal accountability which includes acentrali#ed system of internal controls and informed decision$ma%ing!#ar$eted Outcome &%: &ecruit, hire, and maintain stable leadership for special education at the district level!#ar$eted Outcome "%: 'oluntarily redirect the use of federal special education funding ()* to ensure adequate implementation of the"omprehensive "orrective Action Plan!

Da' One (ednesda') November *) 2!"

Activities(All activities due within the reporting

period ta%en directly from &"$"AP

Date Due +

Verification Status(+ or

RC,CAP Outputs(-aseline.-enchmar% /ata

OSPI Verification Notes

Activity 0!a!! "omplete randomlyselected monthly internal compliance

reviews for 0 evaluation.reevaluation by ESA 1eam 2eads and

related services staff using anevaluation.reevaluation trac%ing

form (see Activity !c!3 to identifyof noncompliance as outlined in thecompliance review procedures!

4..056 7

8.35.05)

Summaryof 9onthly

&eportsfrom stquarter!

o $ 0nd

ntensive

;utput 0!a! 7 9onthlycompliance trac%ing reports!

uarter&eport in order to verify the compliance

baseline data (55*! &eviewers wereunable to verify the baseline data as reported

by the district! -ased on the ;SP review,45* of the evaluations were sufficient inscope to establish.reconfirm a disability, theadverse educational impact of the disability,and the need for specially designed

instruction!

Still unable to verify compliance reviewswere completed as outlined (see Activity!a!0 in the compliance review proceduresreferenced in Activity 0!a!? the nternal

1/istrict reported a total 8 evaluations reviewed, however was a @practice entry!

;nsite 1eam: Banice 1ornow C 'alerie Arnold 7 ;SP , 2aura 9atson C 1eresa /avenport 7 PSES/ /ate Dpdated: .0.6 ;riginal: 5.06.056

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the date the district verified the

correction!

uarter &eport due to ;SP on

or before Banuary ), 05)!

Procedures uide submitted by the districtomitted the required procedures!

Activity 0!a!6! "omplete monthly

internal compliance reviews of two EPs

matched to evaluations that were

monitored (see Activity 0!a!! by each

supervisor, program specialist,

instructional resource support personnel,

and ESA team leads to identify instances

of noncompliance using a trac%ing form

(see Activity !c!)! and outlined in the

compliance review procedures!

4..056 7

8.35.05)

Summary of

9onthly

&eports

from st

quarter!

o $ 0nd

ntensive

;utput 0!a!6 7 9onthlycompliance trac%ing reports!

&eviewers conducted a review of the sameset of EPs (=30reviewed and reported

by the district in its st>uarter &eport inorder to verify the compliance baseline data(6*! &eviewers were unable to verify the

baseline data as reported by the district!

-ased on the ;SP review, ))* of the EPswere properly formulated!

Still unable to verify compliance reviewswere completed as outlined (see Activity!a!0 in the compliance review proceduresreferenced in Activity 0!a!6? the nternalProcedures uide submitted by the district

omitted the required procedures!

Actions Re-uired:! As required in its &"$"AP, the district agreed to develop and implement "ompliance &eview procedures that delineated step$by$step

activities including file selection criteria, how to conduct compliance reviews, coaching protocols, non$compliance notifications to schoolpersonnel, and both correction and verification of correction requirements by the end of the second reporting period (/ecember 3, 056?these procedures must be included in the nternal Procedures 9anual which is subGect to final approval by ;SP!

0! 1o meet the requirements outlined in its &"$"AP, the district agreed to conduct a robust compliance review for the month of /ecember056 to include 85 (0 per designated personnel matched sets of evaluations and EPs to establish valid and reliable baseline data points,

the results of which will be reported in the 0nd>uarter &eport due on or before Banuary ), 05)!

2/istrict reported a total of 0H EPs, however there were 30 EPs listed on the actual spreadsheet? student record could not be located for ;SP verification!


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3! As cross$referenced in Activity 0!a! and Activity 0!a!6, the district will include the "ompliance &eview procedures in its nternalProcedures 9anual (;utput !a!0 which is subGect to final approval by ;SP prior to implementation!

October Intensive Verification Summary

October 14, 2014Activities

(All activities due within the reporting

period taken directly from RC-CAP)

Date Due &

Verification Status

(Y or N)

RC-CA Out!uts

(aseline!enchmark "ata)

Verification "otes

Activity #$a$%$ Complete randomly

selected monthly internal compliance

reviews for # evaluation! reevaluation &y

'A eam *eads and related services

staff using an evaluation!reevaluation

tracking form (see Activity %$c$+) to

identify of noncompliance as outlined in

the compliance review procedures$

,!%!#%. /

0!+!#%1

ummary of

2onthly

Reports from

%st3uarter$

%st

4uarter /

No

5utput #$a$% / 2onthly

compliance tracking reports$

6he data fields for the monthly

compliance tracking reports need

to include each of the re3uired

elements necessary to identify

&oth &aseline and &enchmarks

re3uired on the correspondingActivity and 5utput %$c$. and

Activity and 5utput %$c$0$ hese

include the date of the

compliance review7 the date of the

notification to the personnel

responsi&le for correction of the

non-compliance7 the date the

non-compliance was corrected7

and the date the district verified

the correction$

6Reporting on the &aseline andprogress measures as defined &y

&enchmarks for 5utputs %$c$. and

%$c$0 is re3uired in the district8s

#nd4uarter Report due to 5P9

on or &efore :anuary %17 #%1$

;na&le to verify completion of monthly internal

compliance reviews$

Re3uest was made for the monthly compliance

tracking reports to include 9"


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matched to evaluations that were

monitored (see Activity 0!a!! by each

supervisor, program specialist,

instructional resource support personnel,

and ESA team leads to identify instances

of noncompliance using a trac%ing form

(see Activity !c!)! and outlined in the

compliance review procedures!

8.35.05)

Summary of

9onthly

&eports from

stquarter!

7 o

6he data fields for the monthly

compliance tracking reports need

to include each of the re3uired

elements necessary to identify

&oth &aseline and &enchmarks

re3uired on the corresponding

Activity and 5utput %$c$. and

Activity and 5utput %$c$0$ hese

include the date of the

compliance review7 the date of the

notification to the personnel

responsi&le for correction of the

non-compliance7 the date the

non-compliance was corrected7

and the date the district verified

the correction$

6Reporting on the &aseline and

progress measures as defined &y

&enchmarks for 5utputs %$c$. and

%$c$0 is re3uired in the district8s

#nd4uarter Report due to 5P9

on or &efore :anuary %17 #%1$

initial and reevaluation compliance reviews$

Re3uest was made for the monthly compliance

tracking reports to include 9"


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positive and realistically challengingwor% environment and reinforcementof internal coaching!

ratings due with stquarterreport! (3!!a

;utput 3!!b! 7 A measuredimprovement in organi#ationalclimate of the SpecialEducation "entral ;ffice

based on baseline measurescollected September, 056!

-aseline measure oforgani#ational climate derivedfrom all Special Education"entral ;ffice staff due with

st

quarter report! (3!!b

;utput 3!!c! 7 A measuredincrease by "entral ;fficestaff on the survey of Gob role,responsibilities, and

satisfaction!

;utputs in 3!!a related to two types of rolesrepresented on the Special Education2eadership 1eam 7 &egional Supervisors

and Program Specialists!

1here is not currently a tool identified tomeasure the ;utputs in 3!!a in relation tothe senior members of the Special Education2eadership 1eam!

-aselines, benchmar%s, and targets need tobe set for all three roles represented in;utput 3!!a!

dentification of a single tool to measureboth ;utput 3!!b and ;utput 3!!c wasestablished 7 ;rgani#ational "limateSurvey!

1his delineation will require the district to

designate specific items and thecorresponding data points for each of these

two ;utputs!

-aselines will need to be re$calculated for

the st

>uarter using the revised designationsfor each output! 1he district was remindedthat progress reporting for these two outputs

is required in the districts 6th>uarter&eport!


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Actions Re-uired.

6! Per its &"$"AP, the district agreed to develop.adopt and implement a tool to measure the %nowledge, s%ills, and disposition of the seniormembers of the Special Education 2eadership 1eam (EIecutive /irector, /irector of School$based Services, and /irector of "ompliance,

Special Programs, and /ata 9anagement as identified by the designated coach (/r! 'ic%i -arber by /ecember 3, 056!)! Per its &"$"AP, the district agreed to finali#e and implement a designated tool to measure the %nowledge, s%ills, and disposition of the

&egional Supervisors serving on the Special Education 2eadership 1eam (=) as identified by the designated coaches (/r! 2ou -arberand Jyeth Bessee by /ecember 3, 056!

8! Per its &"$"AP, the district agreed to finali#e and implement a designated tool to measure the %nowledge, s%ills, and dispositions of theProgram Specialists serving on the Special Education 2eadership 1eam (=5 as identified by the designated coaches (Sherry Studley,Keather -rown, 1rish "ampell, -eth 1horson, and Spencer Pan by /ecember 3, 056!

L! 1he district will administer the tools for each of the three sets of roles represented on the Special Education 2eadership 1eam to establishand report baseline data sets, quarterly benchmar%s, and final targets for ;utput 3!!a! to be reported in the 0nd>uarter &eport due to ;SPon or before Banuary ), 05)!

4! 1he district will designate data points specific to ;utput 3!!b and ;utput 3!!c using the single tool 7 ;rgani#ational "limate Survey and

revise the two respective baselines for the st

>uarter by /ecember 3, 056 and report the results in the 0nd

>uarter &eport due to ;SPon or before Banuary ), 05)!

Activity 3!0! 9onthly professionaldevelopment, including but not belimited to induction for newleadership staff, team building andcoaching, leadership, for SpecialEducation Supervisors and their

program specialists to build cohesiveregional teams that provide clear and

consistent communications andsupport implementation of evidence$

based practices!

4..056 78.35.05)

Professionaldevelopmentactivity andattendance

report duewith stquarter

report!

1-/ 7/ue 0nd>uarter&eport

;utput 3!0!a 7 A measuredincrease in Principals

perceptions to a targetedsurvey about the quality ofSpecial Education Supervisorsand program specialistcommunications and supportfor implementing evidence

based practices!

;utput 3!0!b! 7 A measured

increase as rated.determinedby the school wal%$through

process with EIecutive/irector of Special Education!

1he district ac%nowledged the connectionsbetween the Professional /evelopment Planand monthly implementation of thoseactivities and the district$identified outputsfor Activity 3!0!

&eviewed two documents 7 056 Principal"ustomer Satisfaction Survey Summary

&esults administered February 6, 056(&espondents = 8H and Special EducationFocus roup oes from sessions held Bune

06$0), 056!

A specific tool to measure the PrincipalsPerceptions as outlined in ;utput 3!0!a has


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n addition, a measuredincrease as rated.determined

by the coach in role$related

%nowledge, s%ills, anddispositions!

not been identified and administered by thedistrict!

1he district will align the measurement toolfor ;utput 3!0!b to the tool being used forActivity and ;utput 3!!a!

Actions Re-uired.

H! As delineated in its &"$"AP, the district agreed to identify and administer a tool (Principal Survey to establish pre and post measures forquantifying Principal perceptions of regional teams communications and support for implementing evidence$based instructional practices

by /ecember 3, 056!5! 1he district will report regional baselines and establish the final targets for ;utput 3!0!a in its 0nd>uarter &eport due to ;SP on or before

Banuary ), 05)!

October Intensive Verification Summary

October 1#, 2014Activities



Date Due &

Verification Status

(Y or N)

RC-CA Out!uts


Verification "otes

Activity +$%$ '=ternal coaching and

support for the *eadership eam

(pecial 'ducation '=ecutive "irector7

pecial 'ducation "irector7 @ pecial

'ducation upervisors) in role-related

knowledge7 skills7 and dispositions to

create and sustain a positive and

realistically challenging work

environment and reinforcement ofinternal coaching$

ednesday7 5cto&er %1th

,!%!#%. /

0!+!#%1

%st4uarter /

No

5utput +$%$a / A measured

increase as determined &y the

coach who has served in role-

related knowledge7 skills7 and

dispositions ('=ternal Coach)$

Coaches report of de-identified

ratings due with %st3uarter

report$ (+$%$a)

5utput +$%$&$ / A measured

improvement in organiBational

climate of the pecial 'ducation

Central 5ffice &ased on &aseline

measures collected eptem&er7

#%.$

;na&le to identify and su&se3uently verify

&aseline data for the pecial 'ducation

*eadership eam for 5utput +$%$a$

Reviewed a &lank form titled 2easuring

pecial 'ducation *eadership Drowth / #%.-

%1E which could serve as a data collection tool

for 5utput +$%$a$

he district8s RC-CAP re3uires 3uarterly

measures of progress for 5utput +$%$a which

would re3uire &oth &aselines and &enchmarks$

Ferified administration of a survey intended to

assess the organiBational climate of the pecial

'ducation Central 5fficeG however it is unclear


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aseline measure of

organiBational climate derived

from all pecial 'ducation

Central 5ffice staff due with %st

3uarter report$ (+$%$&)

5utput +$%$c$ / A measured

increase &y Central 5ffice staff

on the survey of Ho& role7

responsi&ilities7 and satisfaction$

which data points will &e used to esta&lish

&aselines and measure progress for 5utput

+$%$&$

;na&le to verify the tool used to esta&lish

&aseline data for 5utput +$%$c$

Activity +$#$ 2onthly professional

development7 including &ut not &e

limited to induction for new leadership

staff7 team &uilding and coaching7

leadership7 for pecial 'ducation

upervisors and their program

specialists to &uild cohesive regionalteams that provide clear and consistent

communications and support

implementation of evidence-&ased

practices$

,!%!#%. /

0!+!#%1

Professional

development

activity andattendance

report due

with %st

3uarter

report$

%st4uarter /

Yes

5utput +$#$a / A measured

increase in Principals8

perceptions to a targeted survey

a&out the 3uality of pecial

'ducation upervisors8 and

program specialist

communications and support forimplementing evidence &ased

practices$

5utput +$#$&$ / A measured

increase as rated!determined &y

the school walk-through process

with '=ecutive "irector of

pecial 'ducation$ 9n addition7 a

measured increase as

rated!determined &y the coach in

role-related knowledge7 skills7

and dispositions$

Ferified monthly professional development

provided to date$

aseline data and &enchmarks for progress

monitoring are due with the #nd4uarterly Report

(due to 5P9 on or &efore %!%1!#%1) for &oth of

these output measures$



Date Due +




Activity !b!! /efine and document

the roles, responsibilities,accountability procedures of

H.35.056 o? still

pending 7

;utput !b! 7 Assistant

Superintendent of 1eaching and

2earning approved document!

/iscussed with Jyeth the purpose of

accountability procedures beingintentionally included by the district in both


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EIecutive /irectors of Schools andbuilding administrators in providingstudents with FAPE!

0ndntensive

Activity !b! and Activity !b!0! 1heaccountability procedures need to addresshow the districts system will hold

individuals accountable for the provision ofFAPE for students eligible for specialeducation and related services!

t was noted that Assistant Superintendent9ichael 1olley will need to be involved inthe development of accountability

procedures for EIecutive /irectors ofSchools and building administrators!

1he district is encouraged to include the

&"$"AP Steering "ommittee in the reviewof revised documentation outlining roles,responsibilities, and accountability

procedures!

Activity !b!0! /efine and documentthe roles and responsibilities of"entral ;ffice special education staffin providing students with FAPE!

H.35.056 o? still

pending 7

0ndntensive

;utput !b!0 7 EIecutive /irector

of Special Education approved

document!

&eviewed and briefly discussed aconfidential draft of a revised SpecialEducational ;rgani#ational "hart thatdelineated oversight of school$basedservices and oversight of compliance,special programs, and data management!

t was noted that eIisting accountabilitymechanisms could be modified and.ordelineated to address accountability for

individuals holding positions in the SpecialEducation "entral ;ffice!

As noted above, the district is encouraged to


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include the &"$"AP Steering "ommittee inthe review of revised documentationoutlining roles, responsibilities, and

accountability procedures!Actions Re-uired.

! As outlined in its &"$"AP, the district will modify the previous documents submitted as evidence during the ;ctober 056 ntensive toinclude minor revisions to the eIisting accountability measures and full development and implementation of accountability procedures forActivity !b! and Activity !b!0 by /ecember 3, 056!

0! After review and input from the &"$"AP Steering "ommittee, the required signatories will sign and re$submit the /ocument "ontrol 7&oles, &esponsibilities, and Accountability Procedures as outlined in ;utput !b! and ;utput !b!0 and submit the documentation with thedistricts 0nd>uarter &eport due to ;SP on or before Banuary ), 05)!

5cto&er 9ntensive Ferification ummary5cto&er %+7 #%.



Date Due &Verification Status

(Y or N)

RC-CA Out!uts(aseline!enchmark "ata)

Verification "otes

Activity %$&$%$ "efine and document the

roles7 responsi&ilities7 accounta&ility

procedures of '=ecutive "irectors of

chools and &uilding administrators in

providing students with IAP'$

>!+!#%. No

5utput %$&$% / Assistant

uperintendent of eaching and

*earning approved document$

6Accounta&ility procedures will

&e necessary for outcomes related

to the following RC-CAP

Activities and 5utputsJ

%$c$.

%$c$0 #$a$%

#$a$#

#$a$.

#$a$1

;na&le to verify accounta&ility procedures (e$g$

personnel evaluation system)$

Roles and responsi&ilities were verified for

'=ecutive "irectors of choolsG com&ined roles

and responsi&ilities for Principals! Assistant

Principals were also verified$

Accounta&ility measures were included in the

evidence collection7 however no &aseline data or&enchmarks were provided$

he "ocument Control / Roles and

Responsi&ilities approval document dated

%!%%!#%. and signed &y the 9nterim '=ecutive

"irector of pecial 'ducation and Assistant

uperintendent for eaching and *earning was


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reviewed$

Activity %$&$#$ "efine and document the

roles and responsi&ilities of Central

5ffice special education staff in

providing students with IAP'$

>!+!#%. No

5utput %$&$# / '=ecutive "irector

of pecial 'ducation approved

document$

6Accounta&ility procedures will

&e necessary for outcomes related

to the following RC-CAP

Activities and 5utputsJ

%$c$.

%$c$0

#$a$%

#$a$#

#$a$.

#$a$1

;na&le to verify accounta&ility procedures (e$g$

personnel evaluation system)$

Roles and responsi&ilities were verified for

'=ecutive "irector of pecial 'ducation7

"irector of pecial 'ducation7 upervisor of

pecial 'ducation7 and Program pecialist for

pecial 'ducation$

Accounta&ility measures were included in the

evidence collection7 however no &aseline data or

&enchmarks were provided$

he "ocument Control / Roles and

Responsi&ilities approval document dated

%!%%!#%. and signed &y the 9nterim '=ecutive"irector of pecial 'ducation and Assistant

uperintendent for eaching and *earning was

reviewed$


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Da' #3o #hursda') November /) 2!"

Activities

(All activities due within the reportingperiod ta%en directly from &"$"AP

Date Due +


RC,CAP Outputs

(-aseline.-enchmar% /ata


Activity !a!0! &eview, update, andimplement written 1E&A2Special Education Policies andProcedures for supporting specialeducation processes to ensurestudents receive the Free andAppropriate Public Education(FAPE!

.6.056

Progress update

due with stquarter report!

o 7 as of

.0.6!

;utput !a!0 7 "ompleted Special

Education 1E&A2 Policy and

Procedure 9anual!

/uring the on$site visit the district provideda draft of a dissemination plan for thenternal Procedures 9anual and describedthe current status of the manualdevelopment!

"larification regarding the definition of theterms @eIplicit (fully and clearlyeIpressed? leaving nothing to implication

and @manual (how$to step by step boo% ofinstructions was provided! Specificattention was drawn to the Evidence of"hange !a described in the districts &"$"AP under 1argeted ;utcome !5? furtheremphasis was stressed in the connection

between this critical output and theremaining activities and correspondingoutputs approved by the Seattle PublicSchool -oard of /irectors!

1he district submitted an unresponsivedocument on .6.056 titled SpecialEducation Procedures uide which appears

to be intended for parents and the generalcommunity! A dissemination and orientation.

training plan was also submitted!1he district should not disseminate and train


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to the document prior to receiving final;SP approval!

n the body of the electronic submittal of theguide, the district stated @Mplease note thatan additional phase NPhase Seven: Adoptionof supplemental, step$by$step manual toassist staff in operationali#ing Proceduraluide has been added to the proceduralguide process as of today!

-y its own admission, the district has notcompleted ;utput !a!0 within the

parameters established in the Evidence of

"hange and the timelines defined in its &"$"AP!

Actions Re-uired.

3! &eview, update, and implement a written, eIplicit nternal Procedures 9anual which includes step$by$step implementation of activities toensure FAPE by /ecember 3, 056!

6! Provide the final draft of the nternal Procedures 9anual to the &"$"AP Steering "ommittee for review and input prior to submission to;SP!

)! Submit the final nternal Procedures 9anual to ;SP for approval with the 0nd>uarter &eport due on or before Banuary ), 05)!




Date Due &Verification Status

(Y or N)

RC-CA Out!uts(aseline!enchmark "ata) Verification "otes

Activity %$a$#$ Review7 update7 and

implement written 9N'RNA* pecial

'ducation Policies and Procedures for

supporting special education processes

to ensure students receive the Iree and

%%!%.!#%.

Progress

update due

"

5utput %$a$# / Completed pecial

'ducation 9N'RNA* Policy and

Procedure 2anual$

he district provided a a&le of Contents for the

manual and indicated regional supervisors were

working on the development of the various

content$


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Appropriate Pu&lic 'ducation (IAP')$ with %st

3uarter

report$

"ocumentation narrative provided &y the district

references the goal of having the manual user-

friendly and understanda&le for parents$ his

prompted discussion a&out the primary purpose

of the 9N'RNA* manual$

Clarification and relevancy of terms (e$g$ R9

and 9A) used in the a&le of Contents was also

discussed$

Iull verification status is pending the su&mittal

of the written internal manual due to 5P9 on or

&efore %%!%.!#%.$



Date Due +

Verification Status

(+ or



Activity !c!3! ProvideEvaluation.&eevaluation compliancereview training to ESA 1eam 2eadsand ESA staff that includes the use ofan Evaluation. &eevaluation1rac%ing form based on the ;SP&eview Form!

4..056 78.35.05)

o? stillpending 7

0ndntensive

naccuratebaselinedata

provided

;utput !c!3 7 All staff trainedin reviewing compliance ofevaluations and reevaluationswill achieve at least H5*

proficiency on a post$trainingreliability measure of thecontent trained!

1raining has not been provided to the 35personnel who will be conducting thecompliance reviews!

1he district described the compliancereview activities completed to date as a

@false start and recogni#ed that they@started in the middle instead of at the

beginning of the process!

"larification regarding the comprehensive

stages of the compliance reviews wasprovided? inter$rater reliability and thevalidity and reliability of the verification ofcorrection of non$compliance outlined in thenotifications to school personnel were alsofocal points of the discussion!

Activity !c!)! Provide EP

compliance review training toSupervisors, Program Specialists,and ESA 1eam 2eads, including theuse of the EP 1rac%ing form basedon the ;SP EP &eview Form!

4..056 78.35.05) o? stillpending 70ndntensive

;utput !c!) 7 All staff trained

in reviewing compliance ofEPs will achieve at least H5*proficiency on a post$trainingreliability measure!

Actions Re-uired.


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8! Per its &"$"AP, the district will plan and provide comprehensive compliance review training, including the step$by$step student recordselection, compliance review, notifications to school personnel, correction, and verification procedures, to the 35 personnel identified bythe district who will be conducting the monthly compliance reviews of matched sets of evaluations and EPs by /ecember 3, 056!

L! 1he district will develop a reliability measure and administer a tool to measure post$training proficiency of the content of the training toachieve at least a H5* proficiency level as outlined in ;utput !c!3 and !c!) by /ecember 3, 056!4! 1he "ompliance &eview procedures addressed in the training must be included in the nternal Procedures 9anual due to ;SP for

approval on or before Banuary ), 05)!

5cto&er 9ntensive Ferification ummary5cto&er %17 #%.

Activities



Date Due &

Verification Status

(Y or N)

RC-CA Out!uts


Verification "otes

Activity %$c$+$ Provide

'valuation!Reevaluation compliance

review training to 'A eam *eads and'A staff that includes the use of an

'valuation! Reevaluation racking form

&ased on the 5P9 Review Iorm$

,!%!#%. /

0!+!#%1

Report of

post-

training

relia&ility

due with %st

3uarter

report$

Report of

training

conducted7including

num&er and

type of

personnel

due with %st

3uarter

%st4uarter /

No

9naccurate

&aseline

data

provided

5utput %$c$+ / All staff trained in

reviewing compliance of

evaluations and reevaluationswill achieve at least >?

proficiency on a post-training

relia&ility measure of the content

trained$

;na&le to verify that evaluation compliance

review training was provided to 'A eam

*eads and 'A staff$ "ocumentation provided&y the district limited the training provided on

5cto&er %7 #%. to school psychologists and

their team leads (addressing CC


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report$ individually7 in groups of two or three7 and then

as a whole group$

he district8s %st4uarter Report stated training

for 57 P7 and 'A staff has &een scheduled for5cto&er #>7 #%.$

Activity %$c$1$ Provide 9'P compliance

review training to upervisors7 Program

pecialists7 and 'A eam *eads7

including the use of the 9'P racking

form &ased on the 5P9 9'P Review

Iorm$

,!%!#%. /

0!+!#%1

Report of

post-

training

relia&ility

due with %st

3uarter

report$

Report of

training

conducted7

including

num&er and

type of

personnel

due with %st

3uarter

report$

%st4uarter /

No

5utput %$c$1 / All staff trained in

reviewing compliance of 9'Ps

will achieve at least >?

proficiency on a post-training

relia&ility measure$

;na&le to verify that evaluation compliance

review training was provided to upervisors7

Program pecialists7 and 'A eam *eads$

"ocumentation provided &y the district targeted

special education teachers$

he training elements identified on the agenda

did not include how to conduct compliance

reviews$

he district noted that an online assessment toesta&lish post-training relia&ility measures is

currently underway$

he district8s %st4uarter Report stated training

for 57 P7 and 'A staff has &een scheduled for

5cto&er #>7 #%.$



Date Due +Verification Status

(+ or



Activity !a!3! 9eet to review ;SP"iti#en "omplaint decisions withinten school days and develop anaction plan including timelines,

4..056 78.35.05)

o 7erroneous

baseline

;utput !a!3 7 An increasedpercentage of actionscompleted!

1he district has not trac%ed the percentageof actions completed on time that are part ofthe Action Plans developed as a result ofcomplaint decisions? consequently no


Page !/of 2*


17/25




person(s responsible for anyrequired action(s, and implement the

plan to effectively address district

systemic issues!

metric hasnot beenrevised!

baselines measures or benchmar%s havebeen set!

Dnable to verify district procedures forensuring the timely implementation ofcomplaint decisions for district systemicissues as well as student specific violationsthat include strategies to prevent recurrence!

&eviewed an internal wor% productrepresentative of wee%ly legal round tableresults produced by the ;ffice of eneral"ounsel that reportedly reflects allcompliant decisions and pending required

action due dates!

1he district was reminded that a full andfinal "ategori#ed 1able of ;SP "iti#en"omplaints and &eport of Actions"ompleted for the &"$"AP reporting period

(August , 056 through Bune 35, 05) isdue with its 6th>uarter &eport due on or

before Buly ), 05)!

"iti#en "omplaint 'erification 7 "ause O6$36 and "ause O6$65: 1he district provided documentation that included the status of these twodecisions! t was noted that the nternal Procedures 9anual being developed under Activity !a!0 must include written eIplicit procedures for the

School Assignment process, ndependent Education Evaluations, and Alternative 1emporary Placements for Evaluation Purposes as delineated inthese compliant decisions issued by ;SP!

Actions Re-uired.

H! Per its &"$"AP, the district will re$calculate the baseline for the st>uarter reporting period (August through September 35, 056 byidentifying and documenting the degree of timeliness for all of the required actions by /ecember 3, 056!

05! 1he district will re$submit the st >uarter baseline data and establish benchmar%s for the remaining quarters as part of its 0 nd>uarter&eport due to ;SP on or before Banuary ), 05)!


Page !0of 2*


18/25




0! Per "ause O6$36 and "ause O6$65, the district will include written eIplicit procedures for the School Assignment process, ndependentEducation Evaluations, and Alternative 1emporary Placements for Evaluation Purposes in its nternal Procedures 9anal to be submitted to;SP for final approval no later than Banuary ), 05)!

5cto&er 9ntensive Ferification ummary5cto&er %17 #%.

Activities



Date Due &

Verification Status

(Y or N)

RC-CA Out!uts


Verification "otes

Activity %$a$+$ 2eet to review 5P9

CitiBen Complaint decisions within ten

school days and develop an action plan

including timelines7 person(s)

responsi&le for any re3uired action(s)7

and implement the plan to effectively

address district systemic issues$

,!%!#%. /

0!+!#%1

CategoriBed

a&le of

5P9CitiBen

Complaints

due with %st

3uarter

report$

%st4uarter /

Yes

5utput %$a$+ / An increased

percentage of actions completed$

6he %st4uarter Report includes

an erroneous &aseline metric$ he

calculation measures the num&er

of action plans developed withinten days of receipt of a decision7

however the output measure is the

percentage of actions completed

Kon timeL$

6he &enchmarks identified in the

%st4uarter Report will need to &e

confirmed or reset after the

revised metric has &een validated$

Ferified that the district has developed a

CategoriBed a&le of 5P9 CitiBen Complaints

for the time period August %7 #%. to date$

;na&le to verify that the district has a system in

place to effectively address district systemic

issues$

2onitoring responsi&ilities and accounta&ility

procedures for the timely completion of re3uired

actions identified on action plans remain

unclear$


Page !1of 2*


19/25




Da' #hree 4rida') November 0) 2!"



Date Due +

Verification Status

(+ or



Activity 6!! ncrease ESA staff by4!5 F1E in the following areas:School Psychologists (6!5Speech.2anguage Pathologists (!);ccupational 1herapist (!) andPhysical 1herapist !5!

4.3.056 o 7 StillPending

;utput 6! 7 ncrease in ESAstaff by 4!5 F1E!

&eviewed additional documentationprovided by the Kuman &esources /irectorand the Special Education Senior -udgetAnalyst while on$site!

'erification was completed for thefollowing positions: Speech.2anguage

Pathologists (!), ;ccupational 1herapist(!)!

'erification is still needed for F1E increasesfor School Psychologist (6!5 and Physical1herapist (!5!

Activity 6!0! &ecruit and hire one&egional Special Education

Supervisor and one ProgramSpecialist (0!5 F1E!

4.3.056 +es 7 2ate

.L.6

;utput 6!0 7 ncrease by 0!5 F1E! &eviewed additional documentationprovided by the Kuman &esources /irector

and the Special Education Senior -udgetAnalyst while on$site!

'erification was completed for ;utput 6!0!

Re-uired Actions.

00! 1he district will need to provide valid and reliable documentation to substantiate the pending F1E increases noted above before the close

of the /ecember ntensive scheduled for /ecember 3$), 056!


Activities



Date Due &

Verification Status

(Y or N)

RC-CA Out!uts


Verification "otes


Page !of 2*


20/25




Activity .$%$ 9ncrease 'A staff &y ,$

I' in the following areasJ chool

Psychologists (.$) peech!*anguage

Pathologists (%$1) 5ccupational

herapist (%$1) and Physical herapist%$$

,!+%!#%. No

5utput .$% / 9ncrease in 'A staff

&y ,$ I'$

;na&le to verify the increase of 'A staff &y ,$

I'$ "ata to su&stantiate the increase from

#%+-%. to #%.-%1 were not provided$

he summary report of personnel hired provided&y the district did not take into account the total

num&er of vacancies7 contract staff7 etcetera

across the #%+-%. and #%.-%1 school years to

su&stantiate the I' increases$

Additionally7 there were various discrepancies

&etween personnel listed for each of the

positions (school psychologist7 *P7 57 and P)

and staff listed on the weekly schedule for the

#%.-%1 school year$

Activity .$#$ Recruit and hire one

Regional pecial 'ducation upervisorand one Program pecialist (#$ I')$

,!+%!#%. No

5utput .$# / 9ncrease &y #$ I'$ ;na&le to verify the increase of supervisory and

specialist staff &y #$ I'$ "ata to su&stantiatethe increase from #%+-%. to #%.-%1 were not

provided$

he district did not provide a summary report of

personnel hired as Regional pecial 'ducation

upervisors and Program pecialists for #%+-

%. and #%.-%1 in order to document the

increases$



Date Due +


RC,CAP Outputs

(-aseline.-enchmar% /ata


Activity 0!a!8! &eview of datasubmissions to ensurecorrespondence among databases!

4..056 78.35.05)

o7 0ndntensive

;utput 7 ;SP and Federal&equired &eports!

arrative &eport of

"orrespondence Among

&eviewers met with nformation9anagement staff and viewed the ovember056 Federal "hild "ount and 2&E &eportonline! 1echnical assistance was providedregarding the student list! Special education


Page 2of 2*


21/25




/atabases data are maintained in several differentdatabases including EP ;nline,PowerSchool, and multiple stand$alone

eIcel databases that are not coordinated! 1hedistrict has started planning for the interfacebetween EP;nline and PowerSchool!

&eviewers met with a representative teamfrom /epartment of 1echnology (/;1 andwere provided a demonstration of the dataused to generate the discipline report! 1he

district determined that the length of somestudents suspensions.eIpulsions may not

reflect the accurate number of days if thestudent enrolls in one of the interagency

schools!

/;1 indicated it would initiate a meeting toinclude special education to discuss the newdiscipline reporting codes in PowerSchooland to discuss the accuracy of the data!

;SP was unable to verify the accuracy ofthe discipline data!

Activity 0!a!3! Publish initialevaluation and reevaluation

compliance data by school andregion to share with appropriateaudiences including the SpecialEducation ;ffice at ;SP!

4..056 7

8.35.05)

Summaryof 9onthly&eportsfrom stquarter!

o? still

pending 70ndntensive

naccuratebaseline

dataprovided!

;utput 0!a!3 7 9onthly reportof data on evaluations and

reevaluations!

&eviewers met with nformation9anagement Senior "ompliance Specialist

and were provided a copy of the ovemberndicator &eport (used to communicateinitial evaluation information with

buildings and a sample 9onthly Student2ist for Adams Elementary (a listing ofactive students sorted by EP and evaluationdue dates! 1he data collection for this


Page 2!of 2*


22/25




federal reporting requirement does notinclude all of the required data fields?specifically the date of parent consent toevaluate!

1here were no written disseminationprocedures for the reports that identified towhom the reports should be sent!nformation 9anagement staff was wor%ingon developing a reporting format thatincluded both EP and evaluation (initial andreevaluation information!

Activity 0!a!)! 9onthly reviews byall appropriate personnel to monitor

progress towards meeting timelinesof EPs and provide feedbac% torelevant personnel responsible forEPs procedures!

4..056 7

8.35.05)


o? stillpending 7

0ndntensive


provided!

;utput 0!a!) 7 A measuredincrease (to be defined from

September baseline in thenumber of EPs completedwithin timelines to reach agoal of 55* compliance!

&eviewers met with early childhoodadministrators to discuss data collection,

trac%ing, and reporting for ndicator -0 7Early "hildhood 1ransition from /EA Part" (early intervention services to /EA Part- (special education preschool services!

Dnable to verify the source data for the053$6 ndicator -0 report! 1he datacollection for this federal reportingrequirement does not include all of therequired data fields? specifically the date of

parent consent to evaluate!

Actions Re-uired.03! 1he district agreed to review and have source documentation for the 053$6 ndicator -0 report available for review during the/ecember ntensive scheduled for /ecember 3$), 056!

06! Per its &"$"AP, the district needs to provide a summary of the monthly reports for September through ovember 056, a copy of the/ecember report(s for EP and evaluation timeliness and evidence of the staff to which the /ecember report was sent during the

/ecember ntensive scheduled for /ecember 3$), 056! 0)! As noted during the ovember ntensive, the district agreed to schedule a meeting between the /;1 and Special Education to review and


Page 22of 2*


23/25




revise discipline reporting procedures? results of this meeting will be discussed during the /ecember ntensive scheduled for /ecember 3$),056!

5cto&er 9ntensive Ferification ummary5cto&er %.7 #%.

Activities



Date Due &

Verification Status

(Y or N)

RC-CA Out!uts


Verification "otes

Activity #$a$0$ Review of data

su&missions to ensure correspondence

among data&ases$

,!%!#%. /

0!+!#%1

Progress

update due

with %st

3uarter

report$

%st4uarter /

Yes

5utput / 5P9 and Iederal

Re3uired Reports$

Narrative Report of

Correspondence Among

"ata&ases

Ferified progress update was provided in the %st

4uarter Report$

5n-site discussion identified the current

interface status of the district8s formal data&ases

including Power chool and 9'P 5nline$ Power

chool reportedly uploads to 9'P 5nline nightly7however manual uploads from 9'P 5nline to

Power chool are re3uired$

;na&le to verify the accuracy of the district8s

5ut-of-"istrict Placement and *R' (chool

uilding Code M+) reporting &ased on a review

of the source data provided &y the district$

;nresolved issues &etween Power chool and

C'"AR K5P9 state data&aseL reportedly

remain (see page %, of P %st4uarter Report)

and will impact the district8s a&ility to produce aKtimely and accurateL Child Count and *R'

Report$ he district is reminded this report is due

to 5P9 on or &efore "ecem&er %17 #%.$

Activity #$a$+$ Pu&lish initial evaluation

and reevaluation compliance data &y

school and region to share with

appropriate audiences including the

,!%!#%. /

0!+!#%1

%st4uarter /

No

5utput #$a$+ / 2onthly report of

data on evaluations and

reevaluations$

;na&le to verify district pu&lication of

compliance data &y region$ Iurther7 the

compliance data pu&lished &y schools7 uses an

erroneous metric$


Page 2&of 2*


24/25




pecial 'ducation 5ffice at 5P9$ ummary of

2onthly

Reports

from %st

3uarter$

Ior e=ample7 the data calculations do not

delineate &etween initial evaluations and

reevaluations and confuses definitions for on

timeE evaluations versus currentE evaluations$

Activity #$a$1$ 2onthly reviews &y all

appropriate personnel to monitor

progress towards meeting timelines of

9'Ps and provide feed&ack to relevant

personnel responsi&le for 9'Ps

procedures$

,!%!#%. /

0!+!#%1

ummary of

2onthly

Reports

from %st

3uarter$

%st4uarter /

No

9naccurate

&aseline

data

provided$

5utput #$a$1 / A measured

increase (to &e defined from

eptem&er &aseline) in the

num&er of 9'Ps completed within

timelines to reach a goal of %?

compliance$

6enchmarks identified in the %st

4uarter Report will need to &e

confirmed or reset after the

revised metric has &een validated$

;na&le to verify monthly reviews of 9'P

compliance data$ '=clusion rates are not

tantamount with timeliness of 9'Ps$

Ior e=ample7 eligi&le students transitioning from

9"'A Part C early intervention services to 9"'A

Part special education preschool services

need to have an 9'P in place &y their third

&irthdayG this is the measurement for the 9'P

&eing on time$

;na&le to verify the accuracy of the districts#%+-%. 'arly Childhood ransition Report re-

su&mitted to 5P9 on :uly +%7 #%. using the

source data provided &y the district$



Date Due +



OSI Verification Notes

Activity 0!a!0! 9onthly reviews to

monitor progress towards meetingtimelines for complete initial

evaluations and reevaluations thatprovides feedbac% to ESA 1eam2eads and related services personnelresponsible for evaluation

procedures!

4..056 78.35.05)


st>uarter7 o


provided!

;utput 0!a!0 7 A measured

increase in the number ofinitial evaluations and

reevaluations completedwithin timelines to reach thegoal of 55* compliance!

1he district has not resolved the issues

related to erroneous calculations and metricsfor this output (see ;ctober ntensive

'erification Summary!


Page 2"of 2*


25/25




Actions Re-uired.

08! Per &"$"AP, the district will re$calculate baseline data and set valid and reliable benchmar%s for ;utput 0!a!0 by /ecember 3, 056 theresults of which will be reported in its 0nd>uarter &eport due to ;SP on or before Banuary ), 05)!

5cto&er 9ntensive Ferification ummary5cto&er %.7 #%.

Activities



Date Due &

Verification Status

(Y or N)

RC-CA Out!uts


Verification "otes

Activity #$a$#$ 2onthly reviews to

monitor progress towards meeting

timelines for complete initial evaluations

and reevaluations that provides feed&ack

to 'A eam *eads and related services

personnel responsi&le for evaluation

procedures$

,!%!#%. /

0!+!#%1

ummary of

2onthly

Reportsfrom %st

3uarter$

%st4uarter /

No

9naccurate

&aseline

dataprovided$

5utput #$a$# / A measured

increase in the num&er of initial

evaluations and reevaluations

completed within timelines to

reach the goal of %?

compliance$

6enchmarks identified in the %st

4uarter Report will need to &e

reset after the revised metric has

&een validated$

;na&le to verify monthly reviews of compliance

data$ he compliance data uses an erroneous

metric which mis-interprets currentE as &eing

on timeE$

;na&le to corro&orate the denominator (N

M7%%M total special education students) in thecalculation used to esta&lish the reported

&aseline$

he data calculations do not delineate &etween

initials and reevaluations$


Page 2*of 2*

Documents

Conference Call Today - November Intensive Verification Summary (319 KB), Attachment SPS RC-CAP Verification Status_Novem~1