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Correcting Your Records

Student-Level Error Corrections

Each time a student record is marked a "no" in the self-assessment reporting tool, it is considered a student-level error of noncompliance.

Once all self-assessment results are recorded in the reporting tool, the tool will generate a report of all required student-level error correction(s). This report is located under the “submit report” tab as a PDF and can be previewed before it is finalized.

All LEA noncompliance must be corrected as soon as possible. DPI will verify the LEA has corrected each individual case of noncompliance and the LEA is currently in compliance with regulatory requirements during verification activities.

If the parent(s) and LEA agree, most student-level errors may be corrected without an IEP meeting. If a meeting is not held to make the corrections, the LEA must provide written notice describing the changes and a copy of the corrected IEP to the parent(s) using the Notice of Changes to IEP Without an IEP Team Meeting (DPI Model Form I-10) form. If the changes alter the student's educational placement an IEP team meeting is required and the corrected IEP must be provided to the parent(s).

In some cases, student-level errors require the IEP Team to consider whether the student needs compensatory services for the error. The LEA must document the discussion about compensatory services. If the parent(s) and LEA agree not to hold an IEP team meeting and that no compensatory services are needed, the LEA may use this sample letter to document and communicate that decision to the parent(s). Documentation will be reviewed during verification procedures. 

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).

Assurance

Each LEA must correct student-level errors as identified as soon as identified.

By January 15, a designated administrator (usually a LEA's Director of Special Education) must log in to the Special Education Portal and assure DPI that all student-level errors have been corrected and actions to ensure current compliance have begun. 

This assurance notifies DPI the LEA is ready to begin the student-level error verification activities needed to close the self-assessment. 

Current Compliance

Each time a student record is marked "no" in the self-assessment reporting tool, it is considered noncompliance and the LEA must take steps to ensure future compliance. The self-assessment report in the reporting tool includes the actions the LEA chose to ensure current compliance. This report is located under the “submit report” tab as a PDF and can be previewed before it is finalized. The LEA must begin these activities as soon as possible. 

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).

Develop List(s)

DPI will verify that each item of noncompliance has been corrected through a sample of student records created between January 15 and April 15. A list will need to be created for each area in which previous noncompliance was identified. For instance, if an LEA has errors in items Evaluation-2, Evaluation-3, IEP-4, and Discipline-2, three lists will be submitted and a sample created: an evaluation, IEP, and discipline sample. To develop the list(s):

  1. On or after April 15, open the self-assessment reporting tool.
  2. Click on the blue "Step 2 Verification" button near the top of the page. 
  3.  Depending on your reported results, the application will display up to 3 areas: Evaluation, IEP/Implementation, and Discipline. Student lists are only required for the areas displayed. 
  4. Click on the "Load students" link to the right of each area to upload the appropriate list. 
  5. For each area you will download a .csv template, enter the appropriate last and first names of the students on the template, then use the template to upload the list.
    • For Evaluation include students with evaluations or reevaluations completed by your LEA between January 15 and April 15 of the current year.
    • For IEP/Implementation include students with initial or annual IEPs completed by your LEA between January 15 and April 15 of the current year.
    • For Discipline include students who reached 11 or more cumulative days of removal during the current school year between January 15 and April 15 of the current year.