1. March 23, 2016 2016-2017 SPECIAL EDUCATION ACCOUNTABILITY REVIEWS

2. The primary focus of the department’s monitoring activities shall be on: 1)Improving educational results and functional outcomes for all children with disabilities; and 2)Ensuring that states meet the program requirements under Part B of the IDEA, with particular emphasis on those requirements that are most closely related to improving educational results for children with disabilities. ARSD 24:05:20:18.01 PURPOSE OF THE REVIEW

3. Currently districts / agencies are reviewed once every four years. Districts / agencies are also reviewed for the following reasons: 1)The district had a complaint or Due Process in the past year. 2)If the district did not meet state targets on State Performance Plan (SPP) WHICH DISTRICTS ARE REVIEWED?

4.  Announcement Letter  Pre ‐ site Activities  On ‐ Site Activities  Corrective Action Plan  Closing the File REVIEW PROCESS OVERVIEW

5. An announcement letter was sent to each district/agency indicating they will receive an on-site or off-site visit during the upcoming school year. ANNOUNCEMENT LETTER

6.  Team Leader will send an email to make initial contact to the District Superintendent and Special Education Director – the district’s primary contact person will be established  Schedule letter – delivered via email Confirms the On ‐ site review date(s)  Schedule of Review Day(s)  Identifies the Review Team Members PRE ‐ SITE ACTIVITIES

7.  The team will verify your December 2015 child count.  Please make a copy of the front page of each IEP from the December 2015 child count.  Remember the IEP needed is the one “in effect” on December 1, 2015. CHILD COUNT VERIFICATION

8.  Discuss any issues with district contact person. DATA

9.  The team will review the certification and job duties of district staff. HIGHLY QUALIFIED STAFF

10.  A pre-site transition letter with information pertaining to the number of transition files needed for the on-site review by category of disability. SECONDARY TRANSITION

11.  Local education agency comprehensive plans – Contents. Each local education agency must have a current comprehensive plan approved by the school board on file with the district superintendent or designee. Documentation supporting the implementation of the local school district's comprehensive plan shall be maintained by the district for review by Special Education Programs staff during onsite monitoring visits. Districts shall update comprehensive plans consistent with § 24:05:21:01.02 and recertify their content annually. ARSD 24:05:21:01  Prior to on-site review the district will need to submit the most updated comprehensive plan to the team lead for review.  If a compliance issue is identified and new policy procedures are required, they will require it in the comprehensive plan COMPREHENSIVE PLANS

12. ON-SITE ACTIVITIES

13.  Entrance Conference  Participation in the entrance conference is left to the discretion of the district administration. We welcome all participants.  Introductions and Overview of the day  Confirm location of copier  Review Team Meets ENTRANCE ACTIVITIES

14.  Team members will conduct interviews with principals and general education teachers  The team leader will also meet with the Special Education Director to review the district’s policies, procedures and practices. This may be done during the file review instead of separately.  Team interview with sped teacher, general education teacher and administrator. STAFF INTERVIEWS

15.  Student files from the 2015 child count must be available to the review team.  All Special Education Teachers, Early Childhood Educators, and Speech Pathologists will have files reviewed.  Student files will be selected by the team leader from each special education teacher’s caseload and as a representative sample of Disability Categories  Technical assistance will be provided to the district special education staff through the file review process. GENERAL SUPERVISION FILE REVIEWS

16.  The team will be looking at accommodations provided during State/District assessment.  If the documentation needed by the team is not available in the files reviewed for general supervision, additional files will be selected. STATE / DISTRICT ASSESSMENT ACCOMMODATIONS

17.  Pre-site will include specifics for the district.  Representative Sample of Disability Categories  Minimum 2 files per teacher of transition aged youth.  Each transition teacher will show evidence of inviting outside agency.  Sample transition letter INDICATOR 13

18.  Only for districts with private school in district boundaries.  Review the consultation documentation.  Pull two files based on 2015 Private School Child Count  1 file of a student receiving services.  1 file of s student not receiving services. PRIVATE SCHOOL

19.  Review Team Meets to compile Information  Exit Conference  The team will meet with the staff to review the findings.  Final determinations of non-compliance will be made by Special Education Programs.  Participation in the exit conference is left to the discretion of the district administration. We welcome all participants. EXIT ACTIVITIES

20. CORRECTIVE ACTION PLAN

21. OSEP Memo 09 ‐ 02 identified two federal requirements:  Prong 1 Fix the file in which non ‐ compliance was identified  Prong 2 District provide additional documentation as evidence of continued correction of non ‐ compliance CORRECTIVE ACTION PLAN (CAP)

22. A copy of the Accountability Report will be sent both via email and hard copy within 30 days from the on-site review.  Prong 1 (60 days) Individual files requiring immediate correction  Prong 2 (1 year timeline starts from report date) Additional IEP documentation and/or update policy, procedure, and practice. ARSD 24:05:20:20 Note: If not completed in a timely manner, sanctions could be applied. ARSD 24:05:20:23 CAP TIMELINE

23.  Public Report  Lists the ARSDs that are in non-compliance  Posted to the State website until CAP is closed  District Report  Prong 1  Student/Teacher  Non-compliance issue  What needs to be submitted  Prong 2  Requirements to show continued compliance CAP REPORTS

24. The team leader will provide technical assistance to the district throughout the corrective action phases. Appealing the CAP  We encourage districts, if you feel an error was made, please put your appeal in writing along with reasons why and submit to the office for review.

25.  When all the Prong 1 and Prong 2 corrections are finalized, the CAP will be officially closed. The team lead will notify the office.  A letter stating that all items of non-compliance have been met will be sent to the superintendent and special education director. CLOSING THE FILE

26.  The team leader will:  Notify the District Superintendent and team members.  Establish potential dates to reschedule the review  Coordinate the reschedule date RESCHEDULING DUE TO WEATHER

27.  Notify your special education staff  Make copies of all the IEP cover sheets that will verify the 2015 Child Count  Create a list for each staff member of initial and re- evaluations completed by each one during the 2015- 2016 school year. WHAT CAN DISTRICTS DO TO PREPARE FOR REVIEWS - RIGHT NOW?

28. QUESTIONS?

29. PowerPoint will be found on Accountability Process link at http://doe.sd.gov/oess/sped- accountability.aspx http://doe.sd.gov/oess/sped- accountability.aspx Wendy Trujillo Special Education Programs Wendy.Trujillo@state.sd.us 605 ‐ 773 ‐ 8195

30.  IEP TA Guide  http://doe.sd.gov/oess/sped-IEP.aspx http://doe.sd.gov/oess/sped-IEP.aspx  IEP Transition TA Guide, Indicator 13 checklist and TSLP contact information  www.tslp.org www.tslp.org RESOURCES