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Assessing Your Records

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RDA: Procedural Compliance Self Assessment Application User Guide

 

Sampling

The self-assessment uses sampling techniques to assess compliance without reviewing information for every student. Some samples are “weighted” to ensure certain subgroups are adequately represented in the sample. 

To generate a sample, a designated LEA administrator (usually a Director of Special Education) must log into the Special Education Portal. The RDA:PCSA link will only be active if the LEA has assured DPI that the staff reviewing records have completed the RDA:PCSA Training and Certification eCourse. Then, the administrator uploads lists of student WISE IDs from which the samples will be generated. 

The reporting tool will generate samples for each of the following categories (if applicable):

  • Evaluation;

  • Individualized Education Plan (IEP);

  • IEP Implementation; and 

  • Discipline.

Here is a more detailed set of sampling instructions for districts on the 2018-19 cycle.

The sampling tables used for determining the size of the Evaluation/IEP, Implementation, and Discipline samples. Please feel free to use this information for planning purposes, but be aware that the rounding rules built into the RDA:PCSA application may produce slight variations in actual samples.

Evaluating Compliance

Before LEA staff begin evaluating the records, they must have completed the RDA:PCSA Training and Certification eCourse.

For each student within the sample, ensure the required records are available on the day the review will be conducted:

  • For the evaluation items, review the student's most recent (within the past 12 months) evaluation report or reevaluation report. If the parent(s) and LEA agreed to waive the student's reevaluation within the last 12 months, review the Notice of Agreement That A Three-Year Reevaluation Not Needed (DPI Model Form RE-3);

  • For the IEP items, review the student's current IEP (the IEP that is in effect);

  • For each student in the IEP implementation sample, review evidence to indicate whether or not the student received the required services, the parent received the progress report, and the assessment accommodation was provided (student IEP, progress report, student schedule, teacher notes, teacher schedule, attendance record, assessment accommodation print out, etc.); and

  • For Discipline item 1, review information about the LEA’s policies, procedures, and practices concerning the tracking of disciplinary removals of students with disabilities. For Discipline item 2, review whether each student was provided educational services during each removal beyond the 10th cumulative day of removal (Worksheet for Documenting Educational Services Provided During Disciplinary Removals that Do Not Constitute a Disciplinary Change of Placement (DPI Model Form DW-1) or other district documentation).

DPI established monitoring directions and standards for each requirement in the self-assessment. LEA staff uses the directions and standards to determine whether the student's record is in compliance or not in compliance. 

LEA staff record results directly in the online reporting tool available through the Special Education Portal.

All self-assessment records must be maintained for the year in which the self-assessment is completed and for four (4) additional fiscal years (July 1 through June 30).

Reviewing Results and Submitting Data to the Department

The self-assessment reporting tool, through the Special Education Portal, allows LEAs to enter data into the system, save the results, and review required student-level corrections. For each student in each sample, mark whether or not the record is in compliance in the reporting tool.

LEAs may enter and update self-assessment results and activities to ensure current compliance and revise until the system is locked in November. If changes to the self-assessment report or activities are needed after it is locked, email DPI

Student-Level Errors

Each time a student record is marked a "no" in the self-assessment reporting tool, it is a student-level error and noncompliance. The reporting tool includes a report that will list all student-level errors that must be corrected as soon as possible. 

Ensuring Current Compliance

Each time a student record is marked a "no" in the self-assessment reporting tool, it is noncompliance and the LEA must take steps to ensure future compliance. Once the self-assessment results have been recorded in the reporting tool, note which items were identified as noncompliant.

DPI strongly recommends reconvening the LEA's ad hoc self-assessment committee to conduct a root cause analysis of why the noncompliance occurred. Once the ad hoc committee has determined the cause of the noncompliance, it can choose action(s) that will remedy the noncompliance to ensure current compliance. DPI has created a list of possible actions to ensure current compliance that the ad hoc committee may want to consider. If none of the DPI suggested activities will ensure current compliance, the LEA may choose its own action(s).

Once the ad hoc committee has determined which action(s) the LEA will take to ensure current compliance, the designated LEA administrator must enter those actions into the reporting tool, finalize the self-assessment report, and submit the results. The self-assessment report and LEA actions must be finalized and submitted to DPI by November 15.

DPI may use validation procedures to ensure the accuracy of data submitted by the LEA.

For questions about this information, contact DPI Sped Team (608) 266-1781