Focused Monitoring SPR & I Training October 2009

Purpose To verify the compliance and noncompliance found in the PCR review.

How are counties chosen? Rotating schedule Every county is reviewed at least once every six years Systemic non-compliance

How are files chosen? 50% of submitted files in each of the three categories (EI, EI Transition, & ECSE)50% of submitted files in each of the three categories (EI, EI Transition, & ECSE) Balance of different ethnicity, sex and disabilityBalance of different ethnicity, sex and disability Reviewer’s choiceReviewer’s choice

More considerations Looking for minimal complianceLooking for minimal compliance Data is accurate (correct student, correct SSID#, complete SSID#, etc.)Data is accurate (correct student, correct SSID#, complete SSID#, etc.) Review encompasses all kinds of documentationReview encompasses all kinds of documentation

More Considerations If you have made corrections to documentation since you completed your initial PCR review, be sure that your documentation of correction complies with OAR (2), (3) and CFR (a)(4), (a)(6) – amending the IFSP with a written agreement for ECSE.If you have made corrections to documentation since you completed your initial PCR review, be sure that your documentation of correction complies with OAR (2), (3) and CFR (a)(4), (a)(6) – amending the IFSP with a written agreement for ECSE. Communicate only with SSID# (no initials, birthdates, or other identifying information attached to SSID#’s)Communicate only with SSID# (no initials, birthdates, or other identifying information attached to SSID#’s) Phone or face-to-face meeting if files are not 100% verified.Phone or face-to-face meeting if files are not 100% verified.

Kinds of Reviews Desk AuditDesk Audit Site VisitSite Visit Determined on a case by case basisDetermined on a case by case basis

Desk Audits Review of requested copies of documentation that is completed at the ODE officeReview of requested copies of documentation that is completed at the ODE office Provide master list with student name, SSID#, and DOB.Provide master list with student name, SSID#, and DOB.

Desk Audits Include all documents you used in PCR submissions:Include all documents you used in PCR submissions: 1. What was in the child’s file? (The items cited with specific dates in your PCR submissions) 2. Redact documents with other children’s names 3. Other source documents from outside the file (case notes, attendance sheets, EC Data printouts, phone logs, for example)

Desk Audits Suggestion - Flag documents according to what they were used for, such as:Suggestion - Flag documents according to what they were used for, such as: * Prior Written Notice * Current IFSP * Meeting Notice * Consent for Evaluation

Desk Audits Suggestion – Put submitted documentation in the order it appears in the PCR file review form.Suggestion – Put submitted documentation in the order it appears in the PCR file review form.

Site visits Pre-visit communication to review process.Pre-visit communication to review process. A staff member needs to be available at all times to answer questions about the information being reviewed.A staff member needs to be available at all times to answer questions about the information being reviewed. Make sure documents used in PCR submissions are in file or available in some other way.Make sure documents used in PCR submissions are in file or available in some other way. Provide a space that has internet access.Provide a space that has internet access. Meet immediately after review to discuss results.Meet immediately after review to discuss results.

The Top 10 missed standards # 10. (201): A transition conference occurred at least 90 days and, at the discretion of the parties involved, up to 9 months prior to the child’s third birthday.

The Top 10 missed standards # 9. (352): Progress reports to parents indicated: The child’s progress toward each of the annual goals; and,The child’s progress toward each of the annual goals; and, The extent to which that progress is sufficient to enable the child to achieve the goals by the annual IFSP review date.The extent to which that progress is sufficient to enable the child to achieve the goals by the annual IFSP review date. Progress reports are provided to the parents at the time indicated on the IFSP.Progress reports are provided to the parents at the time indicated on the IFSP.

The Top 10 missed standards # 8. (304): Written notice and consent for initial and reevaluation includes a description of each evaluation procedure, test, record, or report.

The Top 10 missed standards # 7. (130): The IFSP contains a description of other services, such as medical, that are not EI, and the funding sources or the steps to secure funding.

The Top 10 missed standards # 6. (104): Written consent for initial and reevaluation included a description of each evaluation procedure to be conducted.

The Top 10 missed standards # 5. (101): Procedural safeguards were made available to parents upon initial referral for evaluation and at least once annually.

The Top 10 missed standards # 4. (106): The need for an evaluation is determined by a team represented by: At least two professionals, at least one of whom is a specialist in evaluating and educating children with disabilities; andAt least two professionals, at least one of whom is a specialist in evaluating and educating children with disabilities; and The parent.The parent.

The Top 10 missed standards # 3. (325): Required IFSP Team members included the regular preschool teacher if the child is or may be participating in a regular preschool; (Mark “NA” if the child is not participating in or anticipated to participate in a regular preschool)

The Top 10 missed standards # 2. (330): Required IFSP team members include an LEA representative the year before the child enters school.

The Top 10 missed standards # 1. (345): If IFSP services are not provided with typical peers, mark “No’ and write: A statement of the amount of time the child will not participate with typical peers andA statement of the amount of time the child will not participate with typical peers and The exact justification written on the IFSP in the comments section below.The exact justification written on the IFSP in the comments section below.

Questions?