Coordinated Program Review - Record Review Process Special Education Criteria Chart
FOCUS AREA1: TEAM PROCESS
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
1.0 District Response to Referrals 1.1 When a student is referred for an
evaluation to determine eligibility for special education, did the school district send written notice to the student's parent(s) within 5 school days of receipt of the referral, along with the district’s notice of procedural
safeguards?
24 Referral Notice Evaluation Consent
(N1A)
Notice of school district action (N1)
1.2 Did the school district obtain written consent before conducting an evaluation or a reevaluation?
25 Evaluation Consent (N1A) 1.3 Within 45 school working days after
receipt of the parent’s written consent to an initial evaluation or a re-evaluation, did the school district convene a Team meeting to determine whether the student is eligible for special education?
9 Evaluation Consent (N1A) Other district provided
evidence of receipt of consent
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
1.4 If consent was received between 30 and 45 school working days before end of the school year, did the school district ensure that a Team meeting was scheduled so as to allow for the provision of a proposed IEP or written notice of the finding that the student is not eligible no longer than 14 days after the end of the school year?
10 Evaluation Consent (N1A)
1.5 Immediately following the
development of the IEP, did the district provide the parent with two (2) copies of the proposed IEP and proposed placement?
9, 18B Meeting Invitation (N3) Attendance Sheet
(N3A) IEP and written
summary Notice of school district
action (N1) 1.6 Was the finding of no eligibility
provided to the parent within ten days of the Team meeting?
9A School District Refusal to Act (N2) 1.7 Within 15 days of receiving notice that
a parent has made an official hearing request to Special Education Appeals, did the district convene a meeting with the parent(s) and the relevant
member(s) of the IEP Team, including a representative of the district with decision-making authority, to try to resolve the dispute?
25B Notice of school district action
(N1)
1.8 Was the resolution session waived if the district and parents agreed in writing to do so, or if they agreed to use mediation instead?
25B Documentation of the resolution session, including any resulting
legally binding agreement Copy of any pertinent waiver of the required resolution session
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
Autism Considerations
1.9 a. Does the student’s IEP specifically address the verbal and non-verbal communication needs of the student?
1.9 c. Does the student’s IEP specifically
address the needs resulting from un- 1.9 d. Does the student’s IEP specifically
address the needs resulting from 1.9 e. Does the student’s IEP specifically
address the needs resulting from
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
1.9 f. Does the student’s IEP specifically address the need for any positive 1.9 g. Does the student’s IEP specifically
address other needs resulting from the
2.0 District Response to Recurring Activities
2.1 Was re-evaluation conducted every three years unless the parent and district agreed that it was unnecessary?
12 Administrative Data Sheet (ADM1) Meeting Invitation (N3)
Attendance Sheet (N3A) 2.2 If re-evaluation was conducted prior to
three years was there documentation that the parent and district agreed it was necessary?
12 Administrative Data Sheet (ADM1) Meeting Invitation (N3)
Attendance Sheet (N3A) 2.3 Did the district implement
re-evaluation procedures in all cases where it was suspected that a student was no longer eligible for special education, except that no re-evaluation is required before the termination of eligibility because a student has graduated with a high school diploma or exceeded the age of eligibility?
12 Administrative Data Sheet (ADM1) Meeting Invitation (N3)
Attendance Sheet (N3A)
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
2.4 At least annually, on or before the anniversary date of the IEP, was a Team meeting held to consider the student’s progress and to review, revise, or develop a new IEP or refer the student for a re-evaluation, as appropriate?
14 Administrative Data Sheet (ADM1) Meeting Invitation (N3)
Attendance Sheet (N3A)
2.5 a. If the IEP was amended in between annual IEP meetings did the district and parent agree to make changes to a student’s IEP, documented in writing, without convening a meeting of the Team?
14 Documentation of the amendment
b. Was the parent, upon request, provided with a revised copy of the IEP with the amendments
incorporated?
14 Documentation of the amendment
2.6 Were persons representing the following roles present at the Team meeting:
a. The child’s parents?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
b. A representative of the school district who acts as chairperson and who (1) is qualified to supervise or provide special education; (2) is knowledgeable about the general curriculum; and (3) is knowledgeable about the availability of resources of the district. (4) A representative of the school district who has the authority to commit the resources of the district (and who may act as the chairperson)?
8 Meeting Invitation (N3) Attendance Sheet general education program, a general education teacher? If the student is involved in a regular education program, a general education teacher of the student?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation d. If the student is participating in a
special education program, a special education teacher of the student or, if appropriate, a special education provider for the student?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation e. The student, if one purpose of the
meeting is to discuss transition services or if otherwise appropriate and if he/she chooses?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
f. Other individuals at the request of the student’s parents?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation g. An individual who is qualified to
interpret the instructional
implications of evaluation results, who may be any one of the persons identified in parts b – d above?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation h. Other individuals who may be
necessary to write an IEP for the student, as determined by the administrator of special education?
8 Meeting Invitation (N3) Attendance Sheet
meeting is to discuss transition services, was a representative of a public agency who may be responsible for providing or paying for transition services invited to the Team meeting?
If the representative(s) did not attend the meeting, did the school district take other steps to obtain the participation of these agencies?
8 Meeting Invitation (N3) Attendance Sheet meeting is to discuss placement, was a person knowledgeable about placement options present at the meeting?
8 Meeting Invitation (N3) Attendance Sheet
(N3A) Any additional district
evidence to support participation
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
2.9 Members of the Team attended Team meetings unless:
a. the parent and district agreed to use alternative means, such as a video conference or a conference call, for any Team meeting OR
b. (i) the school district and parent agreed that the member’s attendance was not necessary or consented to the required member’s excusal AND (ii) the parent’s agreement or
consent was in writing AND
(iii) the member submitted in writing any input he or she had related to the IEP’s development
8 Meeting Invitation (N3) Attendance Sheet
a. If neither parent could attend, did the district use other methods to ensure parent participation, including individual or conference telephone calls, or video conferencing?
26 IEP, see pages 1-8 Any additional district
evidence to support participation
b. In cases where the district, after reasonable efforts, was unable to obtain the parents’ participation in Team meeting, discussions, and decisions, did the district conduct the Team meeting and document its attempts to facilitate the parents’
participation?
26 IEP, see pages 1-8 Any additional district
evidence to support participation
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
2.11 Did district/agency notices include the following required elements:
a. A description of the action proposed or refused by the agency?
24 (3) Notice of school district action
(N1)
School District Refusal to Act (N2) b. An explanation of why the agency
proposed or refused to take the action? c. A description of any other options
that the agency considered and the reasons why those options were rejected? d. A description of each evaluation
procedure, test, record, or report the agency used as a basis for the proposed or refused action?
24 (3) Notice of school district action
(N1)
School District Refusal to Act (N2) e. A description of any other factors
that were relevant to the agency's proposal or refusal?
24 (3) Notice of school district action
(N1)
School District Refusal to Act (N2) 2.12 Did the district notify parent(s) in
writing of any Team meeting early enough to ensure that they had an opportunity to attend?
26 Meeting Invitation (N3)
2.13 Did the district schedule the meeting at a mutually agreed upon time and place and document such efforts?
26 Meeting Invitation (N3)
2.14 Did the Team meeting notice state the purpose, time and location of the meeting as well as who would be in attendance?
27 Meeting Invitation (N3)
Focus Area #1: Team Process SE Criterion No.
Documentation Source
Findings / Comments / Questions
2.15 At the beginning of the school year, did the district have an IEP in effect for the eligible student?
22 IEP
Comments and Conclusions:
Program Quality Assurance Services Coordinated Program Review
Student Record Review Procedures – 2015-2016
School District/Charter School ____________________________________________ Date: ___________________________________