Special Education Compliance Monitoring Process in Missouri 2022

Explore the Special Education Compliance Monitoring Process in Missouri for 2022, focusing on the self-assessment, corrective action plans, and educational benefit reviews conducted by the Missouri Department of Elementary and Secondary Education. Discover the key steps, timelines, and activities involved in ensuring Special Education Program compliance at the local agency level. Participants will learn about resources available for assistance and the cyclical monitoring process districts go through every three years.

• Special Education
• Compliance
• Monitoring Process
• Missouri Department of Education
• Training

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1. 1 SPECIAL EDUCATION COMPLIANCE TIERED FEDERAL MONITORING SELF-ASSESSMENT TRAINING COHORT 3 Missouri Department of Elementary and Secondary Education 2022

2. Learning Objectives 2 Participants will learn 1. the steps in the special education monitoring process for local agency self-assessment; 2. the required activities for the self-assessment and their due dates; 3. how to find resources for assistance with questions.

3. Program Monitoring of Districts 3 Once every three years each district will go through the cyclical monitoring process. The cyclical monitoring process includes: Self-Assessment (Year 1) Corrective Action (Year 2) Maintain & Retrain (Year 3) Focused Educational Benefit Reviews (EBR) - Approximately 5-10% of LEAS in each cohort will be chosen to participate annually. May 19, 2022 Zoom over Educational Benefit Review (EBR)

4. The Special Education Tiered Monitoring Process 4 THE SPECIAL EDUCATION TIERED MONITORING PROCESS Self-Assessment (Cohort 3) Year Corrective Action Plan (Cohort 2) Year DESE conducts training for Self-Assessment in Oct 2022 LEA receives SPED Program Report Sept 2022 LEA conduct Self-Assessment Nov 2022 Jan 2023 LEA reviews CAP Year training by Oct 1, 2022 LEA submit Self-Assessment by Feb. 1, 2023 LEA complete Plans of Correction by Oct. 31,2022 DESE select individual student files for the Desk Review March 2023 LEA submits documentation to clear ICAPs by Dec. 31, 2022 LEA submit verification documentation for the Desk Review by April 1, 2023 LEA submits Follow-Up Timelines by February 20, 2023 DESE begins Desk Review May 2023 LEA submit Evidence of Correction to clear CAPs by March 1, 2023 LEA submits Timelines (Initial/C to B) by May 15, 2023 All non-compliance cleared within 1 year of SPED Program Review Report Monitoring complete for the cycle Sanctions determined Maintain & Retrain (Cohort 1) Year LEA is now in-compliance regarding desk review Identify areas needing retraining or improvement to maintain compliance Select LEAs will receive an Educational Benefit Review onsite visit between November 2022 March 2023 Most LEAs will review, maintain, and/or establish policies, procedures, and practices to ensure SPED compliance. Some will work with RPDC for targeted training

5. Self-Assessment Year 1 5 Training for Self-Assessment - Oct 2022 Conduct Self-Assessment - Nov 2022 - Jan 2023 Submit Self-Assessment in IMACS 2.0 Feb 1, 2023 Submit Verification Documentation for the Desk Review-Apr1,2023 Submit Timelines (Initial/C to B) - May 15, 2023

6. Conducting the Self-Assessment 6

7. Five Components of the Self Assessment 7 1. File Review 2. Initial Evaluation Timelines 3. C to B Transition Timelines 4. Upload requested documents in IMACS 2.0 5. Parent Surveys

8. File Review: Number of Student Files Included 8 Number of files to select: Based on the December 1, 2021 child count for the agency, the following number of files should be used as a guideline for determining the total number of files reviewed:

9. File Review: Selecting Student Files 9 Student files selected by the district for self-assessment should represent: A cross section of ages, grade levels and buildings within the district, including ECSE students and students with postsecondary transition plans, that have had an initial evaluation, a reevaluation, or have post- secondary transition IEP completed since August 2021 Provide a variety of disabilities and placements. Select districts will be asked for a specific conditional areas such as: Intellectual Disabilities (ID), Other Health Impaired (OHI), and Specific Learning Disability (SLD) students from your districts who are enrolled in an Approved Private Agency or virtual learning. (see next slide for more information) Select files for students evaluated or reevaluated in the current (22/23) and prior school year(21/22). DO NOT submit files that used triennial waivers. Avoid using transfer student s files, if possible.

10. Students Attending Approved Private Agencies or Enrolled in Virtual Learning 10 Districts who have full-time students placed in a DESE Approved Private Agency (APA) must include one or more of those students in their self-assessment file review. Resident districts who have full time students enrolled in virtual learning through an Memorandum of Understand (MOU) or enrolled with a non-hosted MOCAP provider must include one or more of those students in their self-assessment file review. Host districts who have full time students enrolled with their hosted MOCAP provider must include one or more of those students in their self-assessment file review. APA or virtual learning files selected must be an initial evaluation, a reevaluation, or have post-secondary transition IEP completed since August 2021 as described in the selection criteria on the previous slide. Number of students placed in an APA, enrolled in virtual learning through their resident district, or enrolled in virtual learning with a host district Number of files included in their self-assessment selection Up to 5 students 1 or 2 student files 6 to 10 students 3 or 4 student files 11 to 19 students 5 or 6 student files 20 or more students 7 student files

11. Required/Conditional Indicators 11 Required Indicators Conditional Indicators Referral (initial only) MAP-A Evaluation Eligibility (SLD,OHI, ID) Reevaluation Long Term Suspensions IEP Present Level of Academic and Functional Performance Statement Annual Goals Postsecondary Transition

12. File Review: Selecting a Variety of Files 12 Initial Evaluations When conditional indicators are triggered, include students eligible using criteria for SLD, ID and OHI Reevaluations (with and without assessment) NO triennial waivers, these are NOT reevaluations IEPs A variety of grade levels and placements including one or two ECSE students as well as students enrolled in APAs and virtual learning A minimum of five IEPs with postsecondary transition plans IEPs for students enrolled in MAP-A when conditional indicators are included

13. Enter Student Demographic Data In IMACS 2.0 13 There are now two ways to add data: Type individual student demographic data in IMACS 2.0 Upload bulk student demographic data to IMACS 2.0 via a CSV file.

14. File Review: Assemble Documents 14 Initial Evaluations Referral, review of existing data, evaluation report and IEP Prior Written Notices and Meeting Notifications IEP Goal Progress Reports (copies of what was sent to the parent) Meeting Notes or Contact Logs, if applicable Discipline documentation (if discipline is a conditional indicator) Documents with a Parent Signature (when required)

15. File Review: Conducting Self Assessment 15 Read the entire indicator. Refer often to the Special Education Compliance Program Standards and Indicators manual for guidance and clarification. Do not rely only on the IMACS 2.0 checklist language. Determinations are Yes = documentation is present/correct No = documentation does not meet compliance N/A= indicator doesn t apply

16. Documentation for the Desk Review Verification 16 Upon request by the DESE compliance supervisor, upload documentation from the files of specific students chosen for the desk review. Upload to IMACS 2.0 no later than April 1, 2023. DESE supervisors will review and verify each district s self-assessment in IMACS 2.0 during desk monitoring conducted from April through August 2023. Provide your supervisor with summer contact info (cell phone #, email address) in case of questions or if additional documentation is needed to complete the verification. Keep an electronic copy of the documents, including those that have signatures, in an easy-to-access, central location.

17. Timelines: Submission 17 Timeline submission due May 15, 2023. Initial Evaluations Include all students with initial evaluations (ineligible and eligible). Include initial evaluations that began after July 1, 2022 and are finished before April 30, 2023 Part C to Part B Transition Include children who were referred from First Steps between July 1, 2022 and April 30, 2023 and whose 3rd birthday occurs before April 30, 2023.

18. Parent Surveys 18 Purpose is to increase parent engagement and Provide data for SPP Indicator 8: Percent of parents with a child receiving special education services, who report school facilitated parent involvement as a means of improving services and results for children with disabilities. All parents of students with disabilities served by the LEA should participate in the Parent Survey: During second semester of the 2022-23 school year, the University of Missouri will send out the survey Follow instructions for conducting the survey LEA provides parent with survey Parent completes and returns survey LEA will receive results of surveys to use in planning for increasing parent involvement.

19. Learning Objectives 19 Participants will know 1. the steps in the special education monitoring process for the self- assessment; 2. the required activities included in the self-assessment and due dates for submission; 3. resources for questions and assistance.

20. Compliance Consultants Region Compliance Consultant Phone Number Email 1. Southeast Tiffiney Smith 573-651-2621 tdsmith@semo.edu 2. Heart of Missouri Lynn Lynch 573-882-7553 lynchly@missouri.edu 3. Kansas City Bailey Tennesen 816-235-5957 tennesenb@umkc.edu 4. Northeast Dawn Lichtenberg 660-785-4310 dlichtenberg@truman.edu 5. Northwest Julia Schmitz 660-562-1995 julia@nwmissouri.edu 6. South Central Leasa Day 800-667-0665 ldnd3@mst.edu 7. Southwest Amy Phipps 417-836-4082 amyphipps@missouristate.edu 8. St. Louis Jeanne Rothermel 314-724-6736 jrothermel@edplus.org 9. Central Julie Harris 660-543-4274 jlharris@ucmo.edu

21. Helpful Links for Tiered Monitoring and IMACS 21 DESE s Self-Assessment (Year 1) Guidance and Resources Copies of both PowerPoints presented today List of Things to Remember for Self-Assessment Self-Assessment Procedures for Monitoring LEA Special Education Compliance Monitoring Checklist Tiered Monitoring Flowchart

22. Questions? Please contact: 22 Office of Special Education Special Education Compliance (Part B) P.O. Box 480, Jefferson City, MO 65102- 0480 Phone: 573-751-0699 Email: secompliance@dese.mo.gov

23. 23 The Department of Elementary and Secondary Education does not discriminate on the basis of race, color, religion, gender, national origin, age, or disability in its programs and activities. Inquiries related to Department programs and to the location of services, activities, and facilities that are accessible by persons with disabilities may be directed to the Jefferson State Office Building, Office of the General Counsel, Coordinator Civil Rights Compliance (Title VI/Title IX/504/ADA/Age Act), 6th Floor, 205 Jefferson Street, P.O. Box 480, Jefferson City, MO 65102-0480; telephone number 573-526-4757 or TTY 800-735-2966; fax number 573-522-4883; email civilrights@dese.mo.gov