Special Education District Validation Review (DVR) 2019-2020 Overview

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Special Education
District Validation Review (DVR)
Team Member Training and
School Preparation Information
 
 2019-2020
 
 
 
 
 
 
 
 
 
 
What is the District Validation
Review?
 
 
Mandated by Modified Consent Decree
Internal Monitoring process for LAUSD
    Special Education Programs
 25% of all schools reviewed annually
Includes Charters and NPS
Data used to:
Identify school-level noncompliance and remediate through
required corrective actions
Determine potential systemic noncompliance and correct
violations through professional development and revision of
District policies and procedures
 
 
 
 
 
 
 
 
When will the DVR take place?
 
 
October through March
One or Two* Day Review
 *Schools with over 250 IEPs require a two-
day review
Schools notified of DVR date by
September 6
th
.
No postponements, cancellations or
rescheduling allowed.
 
 
 
      DVR Schedule of Activities
 
8:00
  
DVR Start Time
 
8:30-9:30
 
Administrator/Staff Interview
 
8:30-9:30
 
Parent  Interview/Meeting
 
9:30-12:00
 
Classroom Observations
 
Document Review/Record Review  On-Going
 
Summary Conference Upon Completion of Review
Activities
 
 
 
Who are the DVR Team members?
 
 
Local District and Division of Special
Education  staff who are not from your school
 
2 Certificated Staff Members from your
school
1 Parent Team Member 
hired
 by the District
This is a requirement of the MCD
No parent volunteers from the school site
 
 
 
 
What will the DVR Team do?
 
 
 
Review Staff & Parent Surveys
Conduct Parent Interview/Meeting
School to provide Interpreter, if needed
Conduct Document Review
Conduct Administrator/Staff Interview
Conduct Classroom Observations
Student Record Review Activities
IEP Implementation Activities: Services, Supports,
Accommodations
Determine Educational Benefit of Special Ed services
Verify implementation of 504 accommodations
Conduct Summary Report Conference
Review findings and explain Corrective Actions (CAs) as
applicable – submit electronically to DVR Team Lead
 
 
Who should view this presentation?
 
 
DVR School Team Members
 
Two Certificated Staff Members
At least one should be a staff member who
writes IEPs and can share information with
colleagues
Principal/Site Administrator
 
 
Should any other staff members view
this presentation?
 
 
Please encourage any certificated and
classified staff members involved with
supporting compliance with special
education legal requirements to view
this training.
 
 
 
 
What are the primary responsibilities of the
DVR school’s certificated team members?
 
 
Participate for entire School Day
Receive Student Record Review Training on:
Writing a compliant IEP  
ePPM- The Special
Education Process, Conducting an IEP Meeting
Conduct Student Record Review Activity (IEP)
Participate in Summary Report Conference which
addresses:
DVR findings with Principal and DVR team
Corrective Actions and due dates if applicable
 
How does your school prepare for
the DVR?
 
 
Complete School Self Review Checklist 
(REF 2624.15)
Correct areas identified that are not “IN PLACE”
Pay close attention to due dates and required
publications/brochures/posters that must be
available for parents
Monitor IEP legal requirements by reviewing your
school’s data weekly and remediating any
noncompliance- Timelines, Service delivery
documentation
Maintain evidence of your efforts
Welligent Reports
 
 
DVR Preparation Materials for Schools
 
DVR Preparation Worksheet
Special Education Staff Survey and Cover Letter
Special Education Parent Survey and Cover
Letter
DVR Parent Interview/Meeting Flyer
Translated Documents for Parents
Click on link below:
DVR Preparation Materials for Schools
 
DVR Preparation Worksheet and
Data Reports
 
Worksheet Organization
DVR Schedule of Activities
Preliminary Tasks-Invites & Surveys
Required Documents
Student Records- IEPs & 504 Plans
Data
Welligent Administrator and
    Service Provider Monitoring
    Reports (IEP Timelines and Service Delivery)
 
 
 
Staff Surveys,
Parent Surveys and Meeting
 
AT LEAST 3 WEEKS PRIOR TO YOUR DVR:
Distribute to General/Special Education Staff
Staff Cover Letter
Staff Survey
Distribute to 
ALL 
Parents of Students with
Disabilities
District Validation Review Parent Cover Letter
Letter informs parents of upcoming DVR, parent
survey and group interview/meeting activities
Parent Survey- available in most languages
Parent Group Interview/Meeting Flyer
 
 
Second Parent Meeting Flyer*
 
If fewer than 10 Parents respond that they
plan to attend, send out a second
invitation/flyer to all and date the second
invitation/flyer
The dated flyers serve as documentation
 
    Document Review Activity
 
 
Refer to DVR Preparation Worksheet, Section
B Documents
See 
ePPM- Special Education Policies and
Procedures Manual
Assemble required documents  per  DVR Prep
Worksheet
Refer to REF 
2624.15 
Checklist for annually
required publications/brochures/posters
 
Place in Folder or Notebook
 
 
 
Administrator /Staff Group Interview
 
 
Suggested Participants
Principal
Assistant Principals
Special Education Teachers
General Education Teachers
Special Education Paraprofessionals
Purpose
Determine school team’s awareness and
implementation of special education legal
requirements
Prepare by reviewing 
REF 2624.15 
(Checklist)
 
 
 
 
 
 
 
 
 
Classroom Observations
Activity
 
 
Classroom Observations
General Education Class with Students with
Disabilities
 Special Day Program
Core Curriculum
Alternate Curriculum
Preschool Curriculum classes
 20-30 Minute Observation
See 
REF 2624.15 
for recommended classroom
instructional practices per applicable curriculum
 
 
 
 
 
 
 
 
 
 
 
Essential Standards
 
School Preparation for Student
Record (IEP) Review Activity
 
 
Green Folder or Confidential Special Education Folder
Selected IEPs
Review compliance items per REF 2624.14 School Self-
Review Checklist, 2018-19
ePPM- The Special Education Process, Conducting an IEP
Meeting
School team will learn to determine whether IEPs
written at your site meet “compliant” determination
standards.
 
Student Record Review
 
10% of Total Special Education Records
IEPs Completed by Staff Currently at Your School
Work with DVR Team Lead to choose another IEP if not
written at your school
Your DVR Team Lead will provide you with a list of
IEPs that you will pull at least one week before your
DVR- This is a Welligent randomly selected list.
Please provide: 1 Assessment Report written by each
Resource Specialist Teacher
 
 
 
 
 
 
Student Records
 
 
Entire Cumulative Record
Do Not Photocopy Student Records
Simply provide the entire cumulative record
Green Folders or Confidential Sped Folder
Parent Request for Reasonable Accommodations
Current IEP
Request for Special Education Assessment
Special Education Assessment Plan
Notification to Participate in an IEP Meeting
IEP Team Member Excusal Form(s)
 
 
Section 504 Plans
 
 
 
2 Records of Students with Section 504 Plans
 
 
Section
504
 
Summary Report Conference
 
 
Provide Summary Report to Administrator
 
Discuss DVR Findings with DVR Team
 
Review Corrective Action Plan
    and/or Recommendations, if Applicable
 
Provide Directions for Follow-up Actions/Due
Dates
 
Principal Attendance Is Required
LD Supt signature required for District schools
 
 
What happens after the review?
 
 
Implement Corrective Action (CA) Plan
    and/or Recommendations by due date*
Submit CA evidence electronically to DVR
TEAM LEAD by due date
Follow-up Monitoring/Technical
Assistance:
 
Local District Special Education Staff
Educational Equity Compliance Office
* Within 45 days of DVR
 
Frequently Asked Questions
 
 
Surveys
 
   
Do we have to send home the Parent Survey
to parents of all our students?
 
    No.  Only send home the Parent Survey to
    parents of student’s with disabilities (IEPs).
 
Surveys
 
  
 
How many completed Staff Surveys do we
need to have available for the DVR Team?
 
   There is no minimum or maximum number of
Staff Surveys required for the DVR.  The team
will review the Staff Surveys that have been
completed.
 
Parent Meeting
 
   
After a second attempt, if 
my school still cannot
document that at least 10 parents plan to attend the
Parent Meeting do we have to keep trying to get
the minimum number to attend?
DVR procedures require you to provide
documentation  the initial and second attempt to
ensure the attendance of at least 10 parents.  You have
the option of making additional attempts. Please
provide an interpreter for the meeting if needed. Your
interpreter will sign a Confidentiality statement .
 
 
Administrator/Staff Interview
 
   
How many staff members need to participate
in the Administrator/Staff Interview?
 
   There is no minimum or maximum number of
participants required for this interview.
 
Scheduling
 
    
Is there any flexibility in scheduling the Parent
Meeting and Administrator/Staff Interview at
different times than those indicated in the training?
 
    Due to the number of DVR activities, it is recommended
that you follow the suggested schedule.  However, some
schools may have circumstances which warrant a change.
If this is the case, contact your DVR Team Lead. Any
changes impact too many schedules.
 
Classroom Observation
 
   
On the day of the review, may a DVR school
team member be released from their DVR
responsibilities in order to be observed
teaching during a scheduled classroom
observation?
 
   Yes.
 
Additional Questions?
 
 
Contact your DVR Team Lead or Local
District Special Education Office:
 
Central  (213) 241-4999
East  (323) 224-3300
Northeast  (818) 686-4400
Northwest  (818) 654-5001
South  (310) 354-3431
West  (310) 235-3700
 
 
 
 
You’re Ready!
 
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The Special Education District Validation Review (DVR) is a mandated internal monitoring process for LAUSD Special Education programs. It involves reviewing 25% of schools annually to identify and remediate noncompliance issues at both school and systemic levels, ensuring adherence to District policies and procedures. The review includes activities like staff interviews, classroom observations, and document reviews conducted by a team comprising District and Special Education staff.


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  1. Special Education District Validation Review (DVR) Team Member Training and School Preparation Information 2019-2020

  2. What is the District Validation Review? Mandated by Modified Consent Decree Internal Monitoring process for LAUSD Special Education Programs 25% of all schools reviewed annually Includes Charters and NPS Data used to: Identify school-level noncompliance and remediate through required corrective actions Determine potential systemic noncompliance and correct violations through professional development and revision of District policies and procedures

  3. When will the DVR take place? October through March One or Two* Day Review *Schools with over 250 IEPs require a two- day review Schools notified of DVR date by September 6th. No postponements, cancellations or rescheduling allowed.

  4. DVR Schedule of Activities 8:00 DVR Start Time 8:30-9:30 Administrator/Staff Interview 8:30-9:30 Parent Interview/Meeting 9:30-12:00 Classroom Observations Document Review/Record Review On-Going Summary Conference Upon Completion of Review Activities

  5. Who are the DVR Team members? Local District and Division of Special Education staff who are not from your school 2 Certificated Staff Members from your school 1 Parent Team Member hired by the District This is a requirement of the MCD No parent volunteers from the school site

  6. What will the DVR Team do? Review Staff & Parent Surveys Conduct Parent Interview/Meeting School to provide Interpreter, if needed Conduct Document Review Conduct Administrator/Staff Interview Conduct Classroom Observations Student Record Review Activities IEP Implementation Activities: Services, Supports, Accommodations Determine Educational Benefit of Special Ed services Verify implementation of 504 accommodations Conduct Summary Report Conference Review findings and explain Corrective Actions (CAs) as applicable submit electronically to DVR Team Lead

  7. Who should view this presentation? DVR School Team Members Two Certificated Staff Members At least one should be a staff member who writes IEPs and can share information with colleagues Principal/Site Administrator

  8. Should any other staff members view this presentation? Please encourage any certificated and classified staff members involved with supporting compliance with special education legal requirements to view this training.

  9. What are the primary responsibilities of the DVR school s certificated team members? Participate for entire School Day Receive Student Record Review Training on: Writing a compliant IEP ePPM- The Special Education Process, Conducting an IEP Meeting Conduct Student Record Review Activity (IEP) Participate in Summary Report Conference which addresses: DVR findings with Principal and DVR team Corrective Actions and due dates if applicable

  10. How does your school prepare for the DVR? Complete School Self Review Checklist (REF 2624.15) Correct areas identified that are not IN PLACE Pay close attention to due dates and required publications/brochures/posters that must be available for parents Monitor IEP legal requirements by reviewing your school s data weekly and remediating any noncompliance- Timelines, Service delivery documentation Maintain evidence of your efforts Welligent Reports

  11. DVR Preparation Materials for Schools DVR Preparation Worksheet Special Education Staff Survey and Cover Letter Special Education Parent Survey and Cover Letter DVR Parent Interview/Meeting Flyer Translated Documents for Parents Click on link below: DVR Preparation Materials for Schools

  12. DVR Preparation Worksheet and Data Reports Worksheet Organization DVR Schedule of Activities Preliminary Tasks-Invites & Surveys Required Documents Student Records- IEPs & 504 Plans Data Welligent Administrator and Service Provider Monitoring Reports (IEP Timelines and Service Delivery)

  13. Staff Surveys, Parent Surveys and Meeting AT LEAST 3 WEEKS PRIOR TO YOUR DVR: Distribute to General/Special Education Staff Staff Cover Letter Staff Survey Distribute to ALL Parents of Students with Disabilities District Validation Review Parent Cover Letter Letter informs parents of upcoming DVR, parent survey and group interview/meeting activities Parent Survey- available in most languages Parent Group Interview/Meeting Flyer

  14. Second Parent Meeting Flyer* If fewer than 10 Parents respond that they plan to attend, send out a second invitation/flyer to all and date the second invitation/flyer The dated flyers serve as documentation

  15. Document Review Activity Refer to DVR Preparation Worksheet, Section B Documents See ePPM- Special Education Policies and Procedures Manual Assemble required documents per DVR Prep Worksheet Refer to REF 2624.15 Checklist for annually required publications/brochures/posters Place in Folder or Notebook

  16. Administrator /Staff Group Interview Suggested Participants Principal Assistant Principals Special Education Teachers General Education Teachers Special Education Paraprofessionals Purpose Determine school team s awareness and implementation of special education legal requirements Prepare by reviewing REF 2624.15 (Checklist)

  17. Classroom Observations Activity Classroom Observations General Education Class with Students with Disabilities Special Day Program Core Curriculum Alternate Curriculum Preschool Curriculum classes 20-30 Minute Observation See REF 2624.15 for recommended classroom instructional practices per applicable curriculum Essential Standards

  18. School Preparation for Student Record (IEP) Review Activity Green Folder or Confidential Special Education Folder Selected IEPs Review compliance items per REF 2624.14 School Self- Review Checklist, 2018-19 ePPM- The Special Education Process, Conducting an IEP Meeting School team will learn to determine whether IEPs written at your site meet compliant determination standards.

  19. Student Record Review 10% of Total Special Education Records IEPs Completed by Staff Currently at Your School Work with DVR Team Lead to choose another IEP if not written at your school Your DVR Team Lead will provide you with a list of IEPs that you will pull at least one week before your DVR- This is a Welligent randomly selected list. Please provide: 1 Assessment Report written by each Resource Specialist Teacher

  20. Student Records Entire Cumulative Record Do Not Photocopy Student Records Simply provide the entire cumulative record Green Folders or Confidential Sped Folder Parent Request for Reasonable Accommodations Current IEP Request for Special Education Assessment Special Education Assessment Plan Notification to Participate in an IEP Meeting IEP Team Member Excusal Form(s)

  21. Section 504 Plans 2 Records of Students with Section 504 Plans

  22. Summary Report Conference Provide Summary Report to Administrator Discuss DVR Findings with DVR Team Review Corrective Action Plan and/or Recommendations, if Applicable Provide Directions for Follow-up Actions/Due Dates Principal Attendance Is Required LD Supt signature required for District schools

  23. What happens after the review? Implement Corrective Action (CA) Plan and/or Recommendations by due date* Submit CA evidence electronically to DVR TEAM LEAD by due date Follow-up Monitoring/Technical Assistance: Local District Special Education Staff Educational Equity Compliance Office * Within 45 days of DVR

  24. Frequently Asked Questions FAQs

  25. Surveys Do we have to send home the Parent Survey to parents of all our students? No. Only send home the Parent Survey to parents of student s with disabilities (IEPs).

  26. Surveys How many completed Staff Surveys do we need to have available for the DVR Team? There is no minimum or maximum number of Staff Surveys required for the DVR. The team will review the Staff Surveys that have been completed.

  27. Parent Meeting After a second attempt, if my school still cannot document that at least 10 parents plan to attend the Parent Meeting do we have to keep trying to get the minimum number to attend? DVR procedures require documentation the initial and second attempt to ensure the attendance of at least 10 parents. You have the option of making additional attempts. Please provide an interpreter for the meeting if needed. Your interpreter will sign a Confidentiality statement . you to provide

  28. Administrator/Staff Interview How many staff members need to participate in the Administrator/Staff Interview? There is no minimum or maximum number of participants required for this interview.

  29. Scheduling Is there any flexibility in scheduling the Parent Meeting and Administrator/Staff Interview at different times than those indicated in the training? Due to the number of DVR activities, it is recommended that you follow the suggested schedule. However, some schools may have circumstances which warrant a change. If this is the case, contact your DVR Team Lead. Any changes impact too many schedules.

  30. Classroom Observation On the day of the review, may a DVR school team member be released from their DVR responsibilities in order to be observed teaching during a scheduled classroom observation? Yes.

  31. Additional Questions? Contact your DVR Team Lead or Local District Special Education Office: Central (213) 241-4999 East (323) 224-3300 Northeast (818) 686-4400 Northwest (818) 654-5001 South (310) 354-3431 West (310) 235-3700

  32. Youre Ready!

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