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Consultant Training Special Education Self−review (SESR) Activity One: The Monitoring Plan. Goals of Training. To familiarize participants with the Special Education Self-review (SESR) process

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consultant training special education self review sesr activity one the monitoring plan

Consultant TrainingSpecial Education Self−review (SESR)Activity One:The Monitoring Plan

goals of training
Goals of Training
  • To familiarize participants with the Special Education Self-review (SESR) process
  • To provide instruction and technical assistance related to Activity One of the SESR process: Development and Submission of the Monitoring Plan
activity one overview
Activity One Overview

Required Steps:

  • Parent meeting/survey and analysis
  • Analysis of State Performance Plan Indicator(SPPI) data
  • Analysis of compliance history
  • SESR software installation
  • Submission of the hard copy Monitoring Plan for Special Education Local Plan Area (SELPA) and California Department of Education (CDE) review
  • Input and upload items and information from the approved Monitoring Plan
materials where and what
Materials Where and What

SPED Info Share Listserv to SELPA with link to FTP site.

Software

Instruction Manual

Instructions

Forms

Power Points

Flowcharts

Worksheets

Additional manuals

why are sesrs required
Title 34 Code of Federal Regulations Section 300.600

General Supervision

The State must monitor the implementation of this part, enforce this part in accordance with § 300.604(a)(1) and (a)(3), (b)(2)(i) and (b)(2)(v), and (c)(2), and annually report on performance under this part.

-------------------------------------------------------------------------------------

The CDE is responsible for providing general oversight of all public special education programs in the State of California. SESRs are one component of CDE’s quality assurance process and general supervision responsibilities.

Why are SESRs required?
purpose of the sesr
The SESR will answer the following questions:

Does the LEA provide services and programs, which are reasonably calculated to result in Educational Benefit using the Rowley standard?

Does the LEA provide services that result in Educational Benefit as measured by special education goals and State Performance Plan Indicators?

Does the LEA comply with procedural guarantees that are known to be frequent noncompliance items in other LEAs?

Purpose of the SESR
purpose of the sesr1
The SESR will answer the following questions:

Does the LEA fulfill its responsibilities when other LEAs and programs serve its students?

Does the Special Education Local Plan Area (SELPA), of which the LEA is a part, fulfill its responsibilities for monitoring the procedural elements of the Local Plan?

Does CDE provide effective general supervision in accordance with the State Performance Plan (SPP) and in accordance with Title 34 Code of Federal Regulations (CFR)section 300.600?

Purpose of the SESR
when are sesrs required
Every four years

UNLESS…

A LEA is identified for, or has participated in, a recent verification review (VR)

When are SESRs required?
monitoring plan
Developed by LEAs, approved by SELPA and CDE

The monitoring plan provides focus, direction, and acts as a strategic plan for the SESR

Sources of information used in monitoring plan development include:

1. Parent Input (meetings and surveys)

2. State Performance Plan Indicators (SPPI)/Annual Performance Report Measures (APRM)

3. Compliance History

Complaints

Due Process Hearings

4. Other Data

Monitoring Plan
monitoring plan1
Items and areas for investigation included in the monitoring plan are entered into the SESR software to generate the SESR review forms for:

Student-level reviews

Infant/Toddler

Preschool

School Age

District-level reviews

SELPA Governance

Policies and Procedures

Fiscal

Monitoring Plan
data validation review
Data Validation Review
  • LEAs will also complete a validation of data
  • Activity will likely be web-based
parent input meeting s1
Parent Input - Meeting(s)
  • Invitations must be sent to ALL parents or guardians of children receiving special education services within the LEA.
  • The LEA must conduct at least one Parent Input meeting
  • If < 20 percent participation at the meeting, the LEA must send out the parent survey.
  • For any language in which 25 percent or more of the LEA’s home language surveys indicate a language other than English, an interpreter shall be present at the meeting.
parent input surveys
Parent Input - Surveys

Alternative methods of data collection must be completed:

  • If 25 percent or more of the LEA’s home language surveys indicate a language other than English, the district shall develop a survey in that language(s). CDE has surveys available in several languages.
  • If < 20 percent attend meeting or complete and return survey, the LEA must use additional means (such as phone or e-mail surveys, surveys at IEP meetings, etc.) to bring the total to 20%.
parent input recommendations
Parent Input - Recommendations
  • Parent input meeting invitation and the meeting date
  • Include a copy of the parent survey in the invitation with a self-addressed, stamped envelope
  • Convenient and centralized meeting location(s)
  • Reasonable accommodations
  • Arrange for interpreters
  • Allow two-hour session for meeting
  • Consider using Supporting Early Education Delivery System, SEEDSto summarize parent input data

http://www.scoe.net/seeds/

slide21

To access the SEEDS website go to: http://www.scoe.net/seeds/. The screen shown here will appear. Select the indicated area to access the SESR materials.

slide22

This screen will appear.

To use the SEEDS Information Management System for the SESR Parent Surveys, please contact Robin Ryan at: 916- 228-2388.

parent input monitoring plan
Parent Input - Monitoring Plan
  • Information obtained from the LEA’s parent input activities must be included in the monitoring plan, if the following applies:
    • It appears to be a violation of state or federal law or regulation, and;
    • The information is validated by other LEA reports, or; similar information was expressed by several parents, affects a number of students, or occurs at a number of school sites.
slide26

A search box is available by highlighting a column and then using the Ctrl + F key on the computer keyboard. Use a search word to locate the most appropriate item number.

Master Item Table

slide28

Enter the appropriate Individual Item Number(s) from the Parent Input Survey Matched to Item Tableor the Master Item Tablefor items to be investigated for each potential compliance issue.

The title is a short descriptive name of the area being investigated (e.g. Assessment Plan-15 day timeline)

The description is a short statement that is the basis for the investigation. State the number and percentage of responses, where the information was collected (i.e. Parent Survey or Parent Meeting), and the issue of concern.

state performance plan indicators sppi
State Performance Plan Indicators (SPPI)

CDE collects the data through the California Special Education Management Information System (CASEMIS) for reporting in the Annual Performance Report.

  • Includes LEA’s previous submission through SELPAs and other appropriate sources;
  • SPPI are measures of progress toward achieving statewide special education goals and are based on compliance, enrollment, and performance data
  • The SESR is concerned with LEA data submitted for the following SPPIs:
slide30
Graduation (Grade 12)

Dropout (Grades 7 - 12)

Assessment (Grades 3 - 8, 10)

A. Met AYP

B. Participation English-language Arts Mathematics

Performance English-language Arts Mathematics

5. LRE (Ages 6 - 22)

Inside of regular class > 80%

Inside of regular class < 40%

SPPI
slide31
LRE – Preschool (Ages 3 - 5)

Assessment – Preschool (Ages 3 - 5)

Parent Involvement (Ages Birth - 22)

11. Eligibility evaluation - Initial (Ages Birth - 22)- Determination made within 60 days

SPPI
slide32
Transition Part C to Part B not later than 3rd birthday

Secondary Transition Goals and Services (Ages 16 – 22)

SPPI
slide34

X

District dropout rate is 8.4%, the target is 6.1%.

Enter the reason that the indicator needs to be investigated.

Check the box that corresponds to the SPPI area in the district’s Data Report (i.e. when the target is not met).

slide35

Compliance History

  • LEAs must review the last three years of compliance history, not including the current year:

Complaints

    • Pattern of noncompliance
    • Corrective actions that persistently exceed timelines

Due Process Hearings

    • Pattern of noncompliance
    • Corrective actions that persistently exceed timelines
    • Due Process hearing decisions may be reviewed at: www.dgs.ca.gov/oah/SpecialEducation/searchDO.aspx
slide36

Other Data Sources

District Data can be viewed on

CDE’s website:

http://data1.cde.ca.gov/dataquest/

LEAs will be using the 2011 --12 Data Reports.

slide37

Other Data Sources

  • Other data to be considered by LEA:
  • District status on Highly Qualified Teachers
  • CAPA percentage: Over 1%?
  • Overdue annual and triennial IEP status
  • Areas of investigation of interest to the LEA
slide38

Located on Master Item Table

Title-Enter a short descriptive name of the compliance concern

Description- Include the source of the concern (due process hearings, complaints), and the number of noncompliant findings.

4-1-3

IEP Implementation

There were nine findings of noncompliance in complaints filed with CDE regarding implementation of the IEP.

slide41

All Special Populations must be adequately investigated for all issues arising from the data (e.g., the number of records of students who are of transition age; the eligibility category, the number of files that represent students with OHI/Diabetes, etc.).

slide42

For each of the settings where students are served,the district must indicate the number of students that will be included in the review (e.g., "District-wide, there are 10 students served in NPS programs, 3 are included in the review.").

installing the software

Page 2-7

Installing the Software

For detailed instructions and screen shots please refer to the Software Installation Manual

(Software Installation Manual)

sesr software preparation
DO:

Load the SESR software on to one designated personal computer (PC) with Window XP or Windows 7 operating system

Read the manuals:

Instructions Manual

Software Installation Manual

Detailed Software Manual

DON’T:

Install SESR software on an Apple computer!

Share your password

SESR Software Preparation
sesr software preparation1
It is recommended that one person be responsible for entering data and making corrections in the software.

This person should:

Have analytical skills to be able to question the reviewer information and findings

Have good editing skills

SESR Software Preparation
slide52

When the software is started, the "LOG ON" screenwill appear. It requires four items:

USERNAME

PASSWORD

DISTRICT name and

DISTRICT PASSWORD

slide53

The USERNAMEis:sesr

The PASSWORDis:1314

Enter the DISTRICTname from the drop down list.

There is an individual password for each district to protect student confidentiality. Your CDE Consultant will provide the DISTRICT PASSWORD.

Once the required information has been entered in the four fields, select the "OK" button.

slide54

If all of the log-on information is correct, a "LOG SUCCESSFUL-VALID ENTRY"message box will be displayed indicating that the software has accepted the log on data input and is ready to proceed.

Select the "OK" button.

monitoring plan the hard copy

Pages 9-14

Monitoring Plan – The Hard Copy

Enter the items and information from the hard copy Monitoring Plan (Form 1) into the SESR software, Including:

  • Parent Input
  • SPPI
  • Compliance history
  • Other data

…for example

(Detailed Software Manual)

slide56

To enter items and areas for investigation from the Monitoring Plan, go to Phase I-Monitoring Plan Development(the button that has the icon).At this point this page only appears in black and white

slide57

To start entering Monitoring Plan SPP indicators and items for investigation, select "Make an Area".

slide58

To enter a Parent Input or Compliance History item, type the title and a description from the LEA’s hard copy Monitoring Plan.

Next, select "Individual Item No. Selection".

slide59

Use the Drop Down Menu to scroll down until the specific Item Number(s) identified in the Monitoring Plan are found. Use the Save/Add button for additional items for the same area of investigation

slide60

For a "SPPI" area, for the information obtained from the Annual Performance Report Measures, select the button marked, "SPP".

slide61

2. Next, select the correct “SPP” radio button for investigation.

1. Add a Title and Description of the area for investigation

4. The software will provide a message "Area Created Successfully". Select "OK".

3. After selection of the SPP radio button, select "SAVE".

leas must
LEAs Must . . .

To print the SELPA Governance review questions (protocol), LEAs must:

  • Select the SELPA Governance radio button
  • Create text in the title and description boxes (type SELPA governance for both, as the software requires text)
  • Only one LEA per SELPA will complete the SELPA Governance Review, check with your SELPA administrator to determine the responsible LEA
slide63

Note: To generate the SELPA Governance review protocol, this radio button must be selected.

SELPA Governance

slide64

If there has been an error in entering Monitoring Plan information, the software allows for editing and deleting areas entered by the user. Note that preset areas and items cannot be deleted or edited. To use the edit functions, select "View, Delete Areas".

slide65

Once selected, the previously entered text appears and can be edited from this screen. The entire area can be deleted. These changes take effect once the user exits the screen.

In order to add or delete specific items, the user selects "Edit Area".

first
First,…..
  • Exit the software, by selecting the button with the door on it
  • Next, complete the log-on procedures again
backup files
Following each data entry session and prior to each SESR electronic data submission, the LEA must backup the SESR data in a secured location both internal and external to the computer on which the SESR data has been entered.

Example of external locations:

A secure network server with daily backup

A removable storage device

BACKUP FILES
slide68

Backing Up SESR Data

Go to Phase III-Corrective Actions area and select the "Backup & Upload Utilities“ button.

slide69

Backing Up SESR Data

On the "Backup & Upload" screen, select the "Backup“ button. This will access the "SaveAs" screen

slide70

Backing Up SESR Data

On the “Save As” screen, determine the location where data is to be saved and enter it in the “Save In:” field

Recommended location: Save in an easily accessible folder, such as the SESR Backup folder created by the LEA on the C: Drive, or on the Desktop.

slide71

Do not edit the CDS code in the default file name.

SESR13142_02_17_2014 cdscode_v1.zip

Each time the LEA backups the SESR data, add an identifier behind the CDS code such as v1, v2, v3. This will provide generation backups when backing up more than once a day and prevents overwrite of existing backups.

slide72

SESR BACKUP

SESR1314_2_17_2012._1234567.V1.ZIP

slide73

Backing Up SESR Data

Backing Up SESR Data

C:\DESKTOP\SESR BACKUP\SR1314_2_17_2014_1234567.V1.ZIP

The "EXPORT-Export/Back-Up Successful" message box will appear. To conclude the backup process, select the "OK" button.

slide74

To exit, select the "Exit“ button.

Backing Up SESR Data

C:\DESKTOP\SESR BACKUP\SR1314_2_17_2014_1234567.V1.ZIP

transfer the backup sesr data
After exiting, the user should go to the location where the SESR data has been saved, such as the folder on the c:\drive. The final step would be to immediately transfer the saved data to an area external to the computer on which the SESR data has been entered. This could include such locations as:

A separate secure network server with daily back-up

A removable storage device

TRANSFER THE BACKUP SESR DATA
slide77

Uploading SESR Data

To begin the process of uploading SESR data through the secure portal, select the “Backup & Upload Utilities” button. This will access the "Backup & Upload-DIRECTORY:" screen.

slide78

Uploading SESR Data

On the"Backup & Upload- DIRECTORY:" screen, select the "Upload Data Files" button. This accesses the "Save As" screen.

slide79

In the field labeled Zip, ensure the CDS code is in the file name. The nameshouldbe one that can be easily identified in the future (e.g. V1, V2).

Uploading SESR Data

SESR1314_2_17_2014_1234567.V2.ZIP

Select the "Save" button. This will save the file in the SESR program folder in the SESR Backup folder on the desktop.

slide80

If the LEA has uploaded data through the portal before, the "Save As" screen will show the previously zipped and uploaded files

SESR08_09

SESR BACKUP

SR1314_2_17_2014_1234567V2.ZIP

SR1314_2_17_2014_1234567V2.ZIP

slide81

C:\DESKTOP\SESR BACKUP\ SR1314_2_17_2014_1234567V2.ZIP

After selecting the "Save" button, the "EXPORT-Export/Back-Up Successful" message box will appear. Select the "OK" button. This will initiate the web browser and connect to the "SED Secure Data Transfer" site.

slide82

Uploading SESR Data

Ignore: for CDE Use Only

On the "SED Secure Data Transfer" site page, use the Drop Down List to select the SELPA in which the LEA is a member.

slide83

December upload cycle

Tuesday, December 07, 2013

2013-14

On the Drop Down List, scroll down the list and select the SELPA\'s name which will appear in the box .

Once highlighted, the screen will have a series of entry points that must be addressed.

Name of the SELPA

slide84

Uploading SESR Data

Each district will submit through the SELPA, not as a district.

slide85

Uploading SESR Data

In the “Final Submission” area, always select the “No” button.

slide86

Uploading SESR Data

On the area labeled "District"

DO NOT select the box in this area. Always submit as a SELPA.

slide87

Uploading SESR Data

*****

In the area labeled "Password", enter the SELPAPassword that will be provided to the user by the appropriate SELPA staff. The SELPA password is not the same password used for logging in to the SESR software.

slide88

Uploading SESR Data

*****

When completed select the "Logon" button.

slide89

This demonstrates how previously uploaded files will be displayed.

0680

Golden State SELPA

[email protected]

No

Staff’s name

333-123-4567

7/1/13 1:01:01 PM

13/14 SESR V1

No

[email protected]

13/14 SESR V2

7/29/13 9:36:21 AM

Staff’s name

333-123-4567

To continue, select the "YES" button.

slide90

Uploading SESR Data

In general, another person’s entries will appear here. If previous entries are no longer accurate, overwrite with the correct information.

Enter the name of the District’s Contact Person and contact information in the appropriate areas.

When entry of contact information is completed, select the "Continue“ button.

slide91

Uploading SESR Data

To proceed, select the "Continue" button.

slide92

December upload cycle

Tuesday, December 07, 2011

2011-12

0680

Name of SELPA

This screen is used to select the file to be uploaded to CDE. You may type in the file\'s title, or select the "Browse" button.

slide93

SESR BACKUP

SR1112_2_17_2012_1234567V1.ZIP

SR1112_2_17_2012_1234567.V2.ZIP

0680

Name of SELPA

In the "Choose file" screen, navigate to the backup folder and select the latest file to be downloaded.

slide94

10-11

SR1314_2_17_2014_1234567V1.ZIP

SR1314_2_17_2014_1234567V2.ZIP

0680

Name of SELPA

SR1314_2_17_2014_1234567.V2.ZIP

Highlight the selected file and then select the "Open" button.

slide95

2013-14

0680

Name of SELPA

The file selected for upload to CDE will be displayed in this area and will include the path selected by the district.

C:\DESKTOP\SESR BACKUP\SR1314_2_17_2014_1234567.v2. ZIP

Select the "Upload" button when the file to be uploaded to CDE is displayed.

slide96

2013-14

0680

Name of SELPA

C:\DESKTOP\SESR BACKUP\SR1314_2_17_2014_1234567.V2.ZIP

The software will display a message box "Are you sure you want to upload file?". Select the "OK" button to complete the data upload.

slide97

December upload cycle

Tuesday, December 07, 2013

2013-14

0680

Golden State SELPA

32296 bytes

32296 bytes

C:\DESKTOP\SESR BACKUP\SR1314_3_17_2014_1234567v2.zip

This message will indicate that the submitted data has been successfully sent through the portal to CDE.

To logoff the system select and click the "Logoff" button.

slide98

Uploading SESR Data

This message will appear showing that the sender is now logged off the CDE data system.

It is recommended that the District\'s assigned CDE Consultant be notified that the data has been submitted electronically.

submitting the monitoring plan
Submitting the Monitoring Plan
  • The LEA must wait for CDE’s approval of both the hard copy Monitoring Plan and the electronic submission before continuing with the SESR.
slide101

The monitoring plan is reviewed by the CDE Consultant & Administrator

    • No concerns -- Signed by both the Consultant and Administrator and returned to LEA.
    • Concerns -- Changes/Concerns are discussed with the LEA. The Monitoring Plan may be returned for editing prior to approval. Once changes are made, it is resubmitted to CDE for consultant re-review and approval.
hard copy and software submission due dates
November 20, 2013: No later than this date, hard copy Monitoring Plan submission to CDE for approval

February 28, 2014: No later than this date, Student and District level findings report submitted through SESR software to CDE

Student level corrective actions due through SESR software to CDE within 45 school days, based on successful submission of student and LEA level findings

District level corrective actions due through SESR software to CDE within 90 calendar days, based on successful submission of student and LEA level findings

Hard Copy and Software Submission Due Dates
activity two overview
Activity Two Overview

Required Steps:

  • Print the SESR protocols for the file review
  • Train teams for the file review
  • Select the student files to be reviewed
  • Gather other documentation for reviews
  • Complete the reviews
  • Upload findings to CDE
activity three overview
Activity Three Overview

Required Steps:

  • Print Corrective Action Report
  • Review corrective actions
  • Complete corrective actions including additional record reviews of new files as indicated to ensure 100 percent compliance
  • Completion of Root Cause Analysis (RCA) option
  • Submit statements of corrective action to the CDE
contact information
Questions or technical assistance should first be obtained from your SELPA and then from the CDE consultant assigned to your county.

To access the list of consultants assigned by county go to:

http://www.cde.ca.gov/sp/se/qa/fmtacncnt.asp

Contact Information
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