Internal File Review - SEK Interlocal #637
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2016-17
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.)
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
2
0
1
5
-
1
6
E
n
t
e
r
e
d
M
o
n
i
t
o
r
i
n
g
C
y
c
l
e
:
USD 235 Uniontown
USD 246 Northeast
USD 250 Pittsburg
3 YR MONITORING
CYCLE-COHORT 2
2
0
1
6
-
1
7
E
n
t
e
r
s
M
o
n
i
t
o
r
i
n
g
C
y
c
l
e
:
USD 247 Cherokee
USD 499 Galena
USD 504 Oswego
USD 506 Labette Co.
USD 508 Baxter Springs
3 YR MONITORING
CYCLE-COHORT 3
2
0
1
7
-
1
8
E
n
t
e
r
s
M
o
n
i
t
o
r
i
n
g
C
y
c
l
e
:
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)
K
S
D
E
“
R
A
N
D
O
M
L
Y
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.
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
This document relates to an internal file review process conducted during the 2016-17 period for SEK Interlocal #637. It likely details the examination and assessment of certain files or records within the organization for quality, compliance, or other specified purposes. The review may have been undertaken to ensure adherence to specific protocols, standards, or regulations, aiming to maintain organizational efficiency and effectiveness. The findings and outcomes of such reviews are crucial for enhancing operational practices and addressing any identified issues or discrepancies.
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Presentation Transcript
2016-17 SEK INTERLOCAL #637 SEK INTERLOCAL #637 INTERNAL FILE REVIEW 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.)
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
