Monthly Special Education

Coordinator Web-Meeting

October 14, 2013

• Updates

• OEC Corrective Actions

• Comprehensive Program Review (CPR)

• Evaluations

• Tables 1 & 3

Updates

• IDEA Funds

• The SCDE has notified districts that LEA allocations will not be made until October.

• This was before the federal government shutdown, so it could be even longer.

Updates• OCR Complaint/Due Process Hearing Request

• A parent of a child that we served through a multi-district agreement has filed an OCR Complaint and a Due Process Hearing Request.

• The local district and a neighboring district are refusing to serve the child unless he enrolls with them.

• Because of this complaint, it is really “forcing our hands” when it comes to multi-district agreements.

• Outcomes: The District will have to even more cautious when it comes to making this type of decision AND schools are going to have to find more creative ways to serve these challenging children.

OEC Onsite

OEC Follow-up• This pertains to the following schools:

• Spartanburg, PSA, Lake City, East Point, Calhoun Falls, Connections, YPA, and PSE

• Per the email from October 2, 2013,

• All corrections from the SCDE Onsite visit need to be made by October 31, 2013.

• Corrected files are to be sent to Robbie.

• Don’t wait until a few days prior to being making corrections to begin

work.

October 31, 2013 is a hard deadline that cannot be exceeded or extended.

Comprehensive Program Review (CPR)

Comprehensive Program Review (CPR)

• The CPR has been disseminated to everyone and it can be found on SharePonit.

• The deadline to submit the self-study along with any documents/evidence is Tuesday, October 15, 2013.

• This information is to be submitted to your regional coordinator.

• Please check with your regional coordinator about the submission format (email versus binder).

Deadlines• We’ve had several incidents of individuals missing

deadlines (and not saying anything to anyone).

• Some of our deadlines are flexible and some are not.

• If you need to ask for an extension, you need to ask for one several days prior to the deadline.

• Missing deadlines, without asking for an extension prior to the deadline, could result in the school being issued a letter of noncompliance.

• It is unprofessional to miss a deadline and wait for one of us to follow-up with you about it or to wait until the deadline to request an extension.

Evaluations

Reminders

• Referral packets are to go to your regional coordinator BEFORE you schedule an evaluation planning meeting.

• Even if you have an outside evaluation, you must still gather the referral packet, submit it to your regional coordinator, then hold an evaluation planning meeting.

• These are steps in a process required by federal and state regulations as well as our district procedures.

• These steps may not be skipped for any reason

• Insistent parent (friend of the principal, board member, …)

• Not how you did it in a previous district

• Administrator says take short cuts

Reminders

• Completed evaluation and reevaluation reports are to be sent to your regional coordinator for review until your coordinator tells you you’re ok.

• Evaluation reports are to be comprehensive – this may mean you have to take the information from the school psych, SLT, OT,… and put it in the report.

• Make sure the report is cohesive, comprehensive, and complete

Table 1 & 3 SC Child Count Preparation

Presenter: Zenobia Ealy

What is the SC Child Count

• A count of active students ages 3 – 21 receiving special education services through the LEA.

• The new SC Child Count date is the Fourth Tuesday in October starting this year 2013-2014. The Fourth Tuesday of October falls on October 22, 2013 this year, so a snapshot of the students receiving special education and related services no longer falls on December 1.

Dates

• After today’s webinar you will have up until October 17, 2013 to make corrections in Excent.

• Do not wait for us to tell you what needs to be corrected.

• EVERY STUDENT you’re serving with an IEP needs to be in Excent

• On October 18, 2013 the district will run the S/F – 618 Tables 1 & 3 Report and provide feedback to schools.

• By October 22, 2013 all feedback must be corrected in Excent.

Run Report• Open Excent

• Hover over Reports and click Administrative Reports

• Select: S/F - 618 Tables 1 & 3 report

• From: 10/22/2013

• To: 10/22/2013

• Leave the default View as: Crystal web client

• Click View Report

• Select the second icon on the top left to: export

• Select the format of: MS Excel 97-2000 (Data only)

• Now Select export

• Choose to save

Format Excel Spreadsheet

• Delete Row 1 – right click 1 in the far left then click Delete in the menu.

• Click on the square above the row 1 and to the left of the “A” designating column A. This will select the complete worksheet and all cells in the worksheet should be highlighted.

Format Excel Spreadsheet

• In the top menu, click Format Autofit Column Width selection. This should increase the width of the cells in each column so the data are readable.

Format Excel Spreadsheet

• Data Filter

• Save Changes

Data to Correct in Excent

• SchoolName - If “Blanks” is an option in the dropdown filter, click on “Blanks”. All students must have a school assigned for reporting.

• StateID - If “Blanks” is an option in the dropdown filter, click on “Blanks”. This will generate the students for whom no StateID is entered into their Excent© file. Although not required, for quality purposes, you may want to ensure their StateID are in their file.

• Birthdate and AgeChildCount - Check for Blanks. Also check for aberrant entries. For example, identify if you have children too young or too old, or incorrect entries (i.e., born 10/12/2013). (Sometimes the system catches these errors, though.)

Data to Correct in Excent

• Gender - Check for blanks, must be M or F

• Ethnicity - Check for “Invalids” or “Blanks”. If “Invalid” or “Blanks” is an option in the dropdown menu, click on “Invalid” to filter. What will appear are those students who have an invalid/missing race/ethnicity entry in their Excent© account. Ensure that the new race/ethnicities are included.

• HispanicLatino - Check for blanks, must be False or True.

Data to Correct in Excent

• American Indian or Alaskan, Asian, Black or African American, Hawaiian or Pacific Islander and White - Check for blanks and at least one of these 5 races must have a True value.

• PrimaryDisability - Check for Invalids as well as No Disability Currently Specified, Old Disability Codes with an *, variant disability descriptions for the same code, blanks.

• LREPlacement - Check for Invalids as well as No Placement Selected, Variant LRE descriptions for the same code, Blanks. Check new preschool LRE for IEPs completed after the August 2010 Excent update.

• ESL - Check for blanks, must me either N or Y. If this field is blank in Excent when the report pulls data this field will populate with an “Y” for yes.

Any Questions ???

Reminders

Dates

• 10/15/2013 – CPR due to regional coordinator

• 10/16/2013 – Regional Coordinators Meeting (District)

• 10/18/2013 – district provides Table 1&3 feedback

• 10/21/2013 – CPR meetings begin

• 10/22/2013 – schools are to correct Tables 1&3

• 11/11/2013 – Special Education Coordinator Monthly Meeting