Suffolk Public Schools Special Education Department Federal Monitoring Follow-up 2012-2013 Revised 2/22/2013

Federal Monitoring Commendations Well written LRE rationales and Prior Written Notices Well organized folders/IEP’s/records Parallel teaching model for Inclusion Checklist not overused for monitoring progress LEA BootCamp Sessions Peer reviews f0r portfolios and IEP’s PLOP/goal format on IEP’s School Climate(s) Suspended students opportunity to test after school Unique Block Scheduling

Keep up the good work! The following provides information regarding changes that are required as a result of the Federal Monitoring.

Least Restrictive Environment Check all placements discussed by the team and describe the placement under placement decision.

Progress Reports Progress reports are to be updated and filed in the cumulative record EVERY 4 ½ weeks A statement that progress will be provided every 4.5 weeks or the ability to enter interim and report card dates is required and forthcoming.

Accommodations The option “as needed” is no longer available and should not be used. “Upon student request” has been added but should only be used in the case where a student has self-advocacy goals. “Ongoing” remains an option

Invitations Schedule IEP meetings at least one week prior to the end date. MAIL/Send the invitation 4 weeks prior. If you need to reschedule, document and send 2nd/3rd notice. Conduct the IEP meeting after you have made at least three attempts to schedule/reschedule. IEP enddate  4/2/2013 meeting date  3/24/2013 Mail invitation on or about 3/2/2013 – Reschedule as needed through 4/1/2013. **DO not let parents cause you to miss your timelines. File copies of ALL invitations in the confidential folder. Students 14 and older must be provided an invitation (addressed to the student), Highlighted student name on invitation is not acceptable. It is not necessary to include names on invitations, only positions.

Summary of Performance, Goals and PLOPs Summary of Performance needs to provide a cumulative summary explaining where the student is functioning. Not just current scores and grades, although the form uses the language “current”. Do not include standardized scores in the PLOP unless you identify the assessment used, explain the scale and the impact of the student’s ability to access the curriculum. Goals need to be measurable … (DO include: By ‘Month’ 2013, ) Be more specific when addressing the students’ interest in transition goals. The student will participate in activities related to his career choice. The student will visit art exhibits to explore his interest in becoming an artist.

Compliance IEP Review by date - -IEP must be reviewed within 364 days of the annual IEP. Ex: IEP meeting date 3/2/2013 IEP Review By date 3/1/2014 regardless of the IEP Start date and End Date. ALL IEP’s (Annual, transfer, revision) require parental consent before implementation. There is no “5-day rule”. Revised procedures and a revised “Parent Revision Letter” have been posted on the blog. Complete 2 (two) Consent/Criteria for VAAP. An original copy must be filed with the IEP. In addition, an original copy must be placed in the VAAP Portfolio for submission. Complete annually at the IEP meeting. Transfer Intake Transfer Intake Consent form is to be signed (by parent) and filed in the confidential folder with the IEP from the sending school and a completed written notice. Review the services in the IEP received thoroughly. Consider this statement as necessary: SPS proposes to implement the IEP with the exception of (anything that cannot be made available immediately/within reason). In lieu of this service, SPS will provide (enter the most comparable and agreed upon service.)

Other Concerns/Issues Do not include statements that say or imply that the student will be assessed using the goals and objectives of the IEP. Include SOL information for both years that the “wrap-around’” IEP includes. ALL students must participate in assessments (High School) Remember to invite high school representative to IEP meetings for rising 9th graders, and middle school representatives to IEP meetings for rising 6th graders. Post-Graduate Status – no longer used for special education students ESY Placements – ESY Elementary School (1) ESY Middle School ESY High School **Do not enter the building/locations where ESY is being held.

2013-2014 Anticipated Placement Form This form needs to be completed and submitted to your administrator no later than March 28. Complete one for each student on your caseload.