Focused Monitoring

Focused Focused MonitoringMonitoring

SPR & I TrainingSPR & I Training

October 2009October 2009

PurposePurpose

To verify the compliance and To verify the compliance and noncompliance found in the noncompliance found in the

PCR review.PCR review.

How are counties How are counties chosen?chosen?

• Rotating scheduleRotating schedule• Every county is reviewed at least Every county is reviewed at least

once every six yearsonce every six years• Systemic non-complianceSystemic non-compliance

How are files chosen?How are files chosen?

• 50% of submitted files in each of the 50% of submitted files in each of the three categories (EI, EI Transition, three categories (EI, EI Transition, & ECSE)& ECSE)

• Balance of different ethnicity, sex Balance of different ethnicity, sex and disabilityand disability

• Reviewer’s choiceReviewer’s choice

More considerationsMore considerations

• Looking for minimal complianceLooking for minimal compliance• Data is accurate (correct student, Data is accurate (correct student,

correct SSID#, complete SSID#, correct SSID#, complete SSID#, etc.)etc.)

• Review encompasses all kinds of Review encompasses all kinds of documentationdocumentation

More ConsiderationsMore Considerations

• If you have made corrections to documentation If you have made corrections to documentation since you completed your initial PCR review, since you completed your initial PCR review, be sure that your documentation of correction be sure that your documentation of correction complies with OAR 581-015-2225(2), (3) and complies with OAR 581-015-2225(2), (3) and CFR 300.324 (a)(4), (a)(6) – amending the CFR 300.324 (a)(4), (a)(6) – amending the IFSP with a written agreement for ECSE.IFSP with a written agreement for ECSE.

• Communicate only with SSID# (no initials, Communicate only with SSID# (no initials, birthdates, or other identifying information birthdates, or other identifying information attached to SSID#’s)attached to SSID#’s)

• Phone or face-to-face meeting if files are not Phone or face-to-face meeting if files are not 100% verified.100% verified.

Kinds of ReviewsKinds of Reviews

• Desk AuditDesk Audit• Site VisitSite Visit• Determined on a case by case basisDetermined on a case by case basis

Desk AuditsDesk Audits

• Review of requested copies of Review of requested copies of documentation that is completed at documentation that is completed at the ODE officethe ODE office

• Provide master list with student Provide master list with student name, SSID#, and DOB.name, SSID#, and DOB.


• Include all documents you used in PCR Include all documents you used in PCR submissions:submissions:

1. What was in the child’s file? (The 1. What was in the child’s file? (The items cited items cited with specific dates in your with specific dates in your PCR submissions)PCR submissions)

2. Redact documents with other 2. Redact documents with other children’s nameschildren’s names

3. Other source documents from outside 3. Other source documents from outside the file the file (case notes, attendance sheets, EC (case notes, attendance sheets, EC Data printouts, Data printouts, phone logs, for example)phone logs, for example)


• Suggestion - Suggestion - Flag documents Flag documents according to what they were used according to what they were used for, such as:for, such as:

* Prior Written Notice* Prior Written Notice

* Current IFSP* Current IFSP

* Meeting Notice* Meeting Notice

* Consent for Evaluation* Consent for Evaluation


• Suggestion – Suggestion – Put submitted Put submitted documentation in the order it documentation in the order it appears in the PCR file review form.appears in the PCR file review form.

Site visitsSite visits

• Pre-visit communication to review process.Pre-visit communication to review process.• A staff member needs to be available at all A staff member needs to be available at all

times to answer questions about the times to answer questions about the information being reviewed.information being reviewed.

• Make sure documents used in PCR Make sure documents used in PCR submissions are in file or available in some submissions are in file or available in some other way.other way.

• Provide a space that has internet access.Provide a space that has internet access.• Meet immediately after review to discuss Meet immediately after review to discuss

results.results.

The Top 10 missed The Top 10 missed standardsstandards

# 10. (201):# 10. (201):

A transition conference occurred at A transition conference occurred at least 90 days and, at the discretion least 90 days and, at the discretion of the parties involved, up to 9 of the parties involved, up to 9 months prior to the child’s third months prior to the child’s third birthday. birthday.


# 9. (352):# 9. (352):Progress reports to parents indicated:Progress reports to parents indicated:• The child’s progress toward each of the The child’s progress toward each of the

annual goals; and,annual goals; and,• The extent to which that progress is The extent to which that progress is

sufficient to enable the child to achieve sufficient to enable the child to achieve the goals by the annual IFSP review date.the goals by the annual IFSP review date.

• Progress reports are provided to the Progress reports are provided to the parents at the time indicated on the parents at the time indicated on the IFSP.IFSP.


# 8. (304):# 8. (304):

Written notice and consent for initial Written notice and consent for initial and reevaluation includes a and reevaluation includes a description of each evaluation description of each evaluation procedure, test, record, or report. procedure, test, record, or report.


# 7. (130):# 7. (130):

The IFSP contains a description of The IFSP contains a description of other services, such as medical, that other services, such as medical, that are not EI, and the funding sources are not EI, and the funding sources or the steps to secure funding. or the steps to secure funding.


# 6. (104):# 6. (104):

Written consent for initial and Written consent for initial and reevaluation included a description reevaluation included a description of each evaluation procedure to be of each evaluation procedure to be conducted. conducted.


# 5. (101):# 5. (101):

Procedural safeguards were made Procedural safeguards were made available to parents upon available to parents upon initial initial referral referral for evaluation and at least for evaluation and at least once annually. once annually.


# 4. (106):# 4. (106):

The need for an evaluation is The need for an evaluation is determined by a team represented by:determined by a team represented by:

• At least two professionals, at least one At least two professionals, at least one of whom is a specialist in evaluating of whom is a specialist in evaluating and educating children with and educating children with disabilities; anddisabilities; and

• The parent. The parent.


# 3. (325):# 3. (325):

Required IFSP Team members Required IFSP Team members included the included the regular preschool regular preschool teacherteacher if the child is or may be if the child is or may be participating in a regular preschool; participating in a regular preschool; (Mark “NA” if the child is not (Mark “NA” if the child is not participating in or anticipated to participating in or anticipated to participate in a regular preschool) participate in a regular preschool)


# 2. (330):# 2. (330):

Required IFSP team members include Required IFSP team members include an LEA representative the year an LEA representative the year before the child enters school. before the child enters school.


# 1. (345):# 1. (345):

If IFSP services are not provided with If IFSP services are not provided with typical peers, mark “No’ and write:typical peers, mark “No’ and write:

• A statement of the amount of time A statement of the amount of time the child will not participate with the child will not participate with typical peers andtypical peers and

• The The exactexact justification written on the justification written on the IFSP in the comments section below. IFSP in the comments section below.

Questions?Questions?

Documents

Focused Monitoring