SEK INTERLOCAL #637 INTERNAL FILE REVIEW 2016-17 SEK INTERLOCAL #637 INTERNAL FILE REVIEW

What is a file review and why do we do it? The file review requirement is one component of the State Performance Plan (SPP) It is a process that allows the Office of Special Education to ensure that Kansas LEA’s are compliant with IDEA regulations. Kansas selects districts for review on a three year cycle.

What is a STATE PERFORMANCE PLAN (SPP) PART B (IDEA) 17 Indicators (Graduation, Dropouts, Assessments, Suspensions/Expulsions, LRE, Preschool outcomes, Parent Involvement, Disproportionate Rep, Evaluation Timelines, Transitions, etc.)

Part C (Early Childhood): SPP is also……….. Part C (Early Childhood): 11 Indicators (timely services, settings, EC outcomes, family involvement, Child Find, Timely evaluations, EC transitions, etc.)

We report through Kansas Integrated Accountability System (KIAS) KSDE Data Collection Site IDEA File Review (21 compliance items) Gifted File Review (11 compliance items) Files reviewed based on the 3 yr Monitoring Cycle Cohorts

3 YR MONITORING CYCLE- COHORT 1 2015-16 Entered Monitoring Cycle: USD 235 Uniontown USD 246 Northeast USD 250 Pittsburg

3 YR MONITORING CYCLE-COHORT 2 2016-17 Enters Monitoring Cycle: USD 247 Cherokee USD 499 Galena USD 504 Oswego USD 506 Labette Co. USD 508 Baxter Springs

3 YR MONITORING CYCLE-COHORT 3 2017-18 Enters Monitoring Cycle: USD 248 Girard USD 249 Frontenac USD 404 Riverton USD 493 Columbus USD 505 Chetopa-St. Paul

KSDE/OSEP MONITORING Federal Fiscal File Review IDEA Requirements File Review Gifted File Review Indicator 4 (Suspension/Expulsions) Indicator 11 (Evaluation Timelines) Indicator 12 (Preschool Transitions) Indicator 13 (Secondary Transitions) Indicator 14 (Post-School Outcomes)

SEK #637 STAFF SELF ASSESSMENT This activity is designed to assist staff in understanding what will be monitored in the SPP file review. Provider reviews own paperwork in group setting for compliance based on SPP Indicators. Non punitive, supportive, and intended to increase overall compliance!

STATE MANDATED FILE REVIEW Based on the State Performance Plan. (KSDE dictates questions to answer) KSDE “RANDOMLY” selects predetermined number of KIDSS ID # for review for each district. Files reviewed internally at Central office by file review committee. Completed reviews uploaded into KIAS system

Why is the File Review process so important? Professional Development Demonstrates SEK Interlocal compliance with federal and state regulations. Limit legal exposure in the event of a complaint. Most importantly……meeting the needs of the individual child through quality planning and paperwork!

SO, WHAT EXACTLY IS THE STATE CURRENTLY LOOKING AT? Parent Notices IEP signatures PLAAPS (academic and functional) Content of IEP’s (Annual/Reeval Dates, State Assessments, Progress toward Goals, Accom./Mod./Supplemental Services, etc.) Frequency, Location, and Duration of Special Ed. & Supplemental Services!

POTENTIAL CONSEQUENCES OF NON COMPLIANT PAPERWORK? Individual Corrective Action Plans District Corrective Action Plan (DCAP) Loss of Interlocal Funding/Revenue Streams Legal Exposure!

NEW #637 Records Office Procedures Provider sends paperwork to Central Office. Thoroughly reviewed for compliance issues. IEP’s Locked in 15 calendar days. Compliant files will be: * Marked as completed. * Uploaded to SPED PRO * No further action taken!

Non-Compliant Files Provider Notified by Central Office re: errors (compliance@sekconnection.com) Timely Corrections/Amendments will be required Date of contact will be tracked by Admin Team/Coordinators Chronic issues addressed by Admin. Reminder: Paperwork is a part of the professional evaluation cycle!

RECENT TRENDS NOTED….. Student Exits-last physical day of school is to be reported on the exit form Please, don’t leave any bubbles/text boxes blank! Harmful effects include any time student is away from non-identified peers! Form 106-Excusal from IEP must be signed by parent in absence of IEP team member.

TRENDS CONTINUED…… 10 Day Notice of Meeting-less then 10 days, parents must consent to waive this right. 401.b.8 Doctor RX form & 401E.8 Parent Consent for Release of Info must be faxed to Michelle the day of the meeting AND sent to 637 with all other IEP meeting paperwork!

RESOURCE AVAILABLE KSDE.org Stakeholders committee Webkidss Manual (Document Library) SPED Process Handbook SEK Procedures Manual IEP Checklists Internal #637 Trainings Administrative Team Support