Coordinated Program Review - Record Review Process Special Education Criteria Chart
FOCUS AREA 4: TRANSITION
Focus Area #4: Transition SE Criterion
No.
Documentation Source
Findings / Comments / Questions
1.0 Pre-K/Early Childhood
1.1 Did the student enter from an Early Intervention Program?
17 IFSP
1.2 Was there evidence that the district implemented procedures to ensure the effective transition of young children with disabilities from Early
Intervention Programs through participation in transition planning conferences arranged by such programs?
17 Meeting invitation (N3) Attendance Sheet
(N3A) Evaluation Data
1.3 Did the school district develop and implement an IEP for eligible children by the date of the student’s third birthday in accordance with federal requirements?
17 Notice of proposed school district action
(N1) IEP/IFSP
2.0 Postsecondary
2.1 Was the student invited to the Team meeting when transition was to be discussed?
8 Meeting invitation (N3) Attendance Sheet
(N3A)
Focus Area #4: Transition SE Criterion
No.
Documentation Source
Findings / Comments / Questions
2.2 Did the district ensure that the student was invited to and encouraged to attend part or all of the Team meetings at which transition services were discussed or proposed?
6 IEP (see page 8)
2.3 Did the Team review the Transition Planning Form annually and update information on the form and the IEP, as appropriate?
6 Transition Planning Form
2.4 When one purpose of the Team meeting was to discuss transition services, did the district invite a representative of any public agency who may be responsible for providing or paying for transition services?
8 Meeting invitation (N3) Attendance Sheet
(N3A) IEP (see page 8) Ch. 688 Referral Form
3.0 Ages 18 and over
3.1 Did the district, one year prior to the student reaching age 18, inform the student and the parent of the student’s right at age 18 to make all decisions in relation to special education programs and services?
7 IEP
“Other Information”
section
3.2 Upon reaching the age of 18, did the school district implement procedures to obtain consent from the student to continue the student’s special education program?
7 IEP and other
documents
3.3 Did the district document the student’s decision to share or delegate decision-making?
7 IEP and other
documents
4.0 For all ages (day or residential or collaborative placements)
4.1 If a student’s IEP necessitates special education services in a day or
residential facility or an out-of-district educational collaborative program, did the IEP Team consider whether the student required special education services and support to promote the student’s transition to placement in a less restrictive program?
20 IEP
Comments and Conclusions:
Massachusetts Department of Elementary and Secondary Education Program Quality Assurance Services
Coordinated Program Review
Student Record Review Procedures – 2015-2016
School District/Charter School ____________________________________________ Date: ___________________________________
FOCUS AREA 5: STUDENT DISCIPLINE
Focus Area #5: Student Discipline SE Criterion No.
Documentation Source
Findings / Comments / Questions
1.0 Positive Behavioral Supports in the IEP
1.1 Did the Team consider the student’s behavior including positive behavioral interventions and the possible need for a functional behavioral assessment?
43 IEP (see pages 2 and 3)
2.0 For students suspended more than 10 days
2.1 Prior to a suspension that constitutes a change in placement of a student with disabilities, did district personnel, the parent, and other relevant members of the Team, as determined by the parent and the district, convene to review all relevant information in the student’s file, including the IEP, any teacher observations, and any relevant information from the parents, to determine whether the behavior was caused by or had a direct and
substantial relationship to the disability or was the direct result of the district’s failure to implement the IEP—“a manifestation determination”?
46 Suspension records Team meeting
2.2 If district personnel, the parent, and other relevant members of the Team determined that the behavior was NOT a manifestation of the disability, did the district suspend or expel the student consistent with policies applied to any student without disabilities?
46 See above
2.3 Did the district offer services to enable the student, although in another setting, to continue to participate in the general education curriculum and to progress?
46 See above
2.4 Did the district, as appropriate, conduct a functional behavioral assessment and implement behavioral intervention services and modifications to address the behavior so that it does not recur?
46 See above
2.5 Did the district provide the notice of procedural safeguards to the parent no later than the decision to take
disciplinary action that resulted in a change of placement?
46 Suspension/discipline records Documentation of manifestation decision
3.0 For students placed in alternative educational setting
3.1 Was the student placed in an interim alternative educational setting (i.e.
placement up to 45 school days):
a. by the school district on its own authority because the behavior involved weapons or illegal drugs or another controlled substance or the infliction of serious bodily injury on another person while at school or a school function or, considered case by case, unique circumstances?
46 Notice of School District Action (N1)
IEP Documentation of incident or finding of
hearing officer
b. or on the authority of a hearing officer because the officer ordered the alternative placement after the district provided evidence that the student is
“substantially likely” to injure him/herself or others?
46 Notice of School District Action (N1)
IEP Documentation of incident or finding of
hearing officer 3.2 Did the alternative educational setting
in which the student was placed:
a. Enable the student to continue in the general education curriculum? b. Allow the student to continue
receiving services identified on the IEP?
address the problem behavior? District Action (N1) IEP Description of instructional content of
alternative setting 4.0 For disciplined students not previously
identified as eligible for special education 4.1 Did the district complete an expedited evaluation at parental request or when the district suspected that the student may have a disability?
47 Parent request for testing Evaluation consent
form Notice of proposed district action (N1) and accompanying notice of
procedural rights.
4.2 Did the district make all protections available to the student until and unless the student was subsequently
determined not to be eligible?
47 Parent request for testing Evaluation consent
form Notice of proposed district action (N1) and accompanying notice of
procedural rights.
Comments and Conclusions:
Coordinated Program Review Procedures - Page 105 of 113
Massachusetts Department of Elementary and Secondary Education Program Quality Assurance Services
Coordinated Program Review
Student Record Review Procedures 2015-2016
School District/Charter School ____________________________________________ Date: ___________________________________
FOCUS AREA 6: OUT-OF-DISTRICT AND OTHER PLACEMENTS
Focus Area #6: Out of District and Other Placements
SE Criterion No.
Documentation Source
Findings / Comments / Questions
1.0 SEIS Students (Special Education in Institutional Settings)
1.1 Was there documentation that the parent’s school district coordinated with the state agency to ensure that the student received an evaluation, an annual review, and special education services as identified at a Team meeting convened by the parent’s school district?
38 Mandated notices, IEP forms issued by
the district as required under SE
25,28 and 29
1.2 Did the district act on requests for evaluations, issuing proposed IEPs in a timely manner, and providing special education and/or related services in accordance with state and federal law?
38 Mandated notices, IEP forms issued by
the district as required under SE
25,28 and 29
Focus Area #6: Out of District and Other Placements
SE Criterion No.
Documentation Source
Findings / Comments / Questions
1.3 Where the student’s IEP required a type or amount of service that the facility does not provide, did the school district implement the student’s IEP by arranging and paying for the provision of such service(s)?
38 IEP or
other district documentation
2.0 Private School at Private Expense 2.1 Was a current IEP provided for the
private school student who was found eligible for special education and/or related services?
39A IEP
2.2 Did the district ensure that a
representative of the student’s private school was invited to participate as a member of the Team pursuant to
§28.05?
39A Team meeting
invitation (N3)
2.3 In providing or arranging for the provision of the special education and/or related services described by the student’s IEP, did the district ensure that special education services funded with state or local funds were provided in a public school facility or other public or neutral site?
39A and B Cross check w/
student count documentation
under SE 57
Coordinated Program Review Procedures - Page 107 of 113 Focus Area #6: Out of District and Other
Placements
SE Criterion No.
Documentation Source
Findings / Comments / Questions
2.5 Did the district calculate the
proportionate share of Federal Special Education Entitlement funds (Fund Code 240) required to be spent on eligible private school students (including all eligible students attending private school in the district whether their parents reside in the district, in another Massachusetts district, or out of state) and document the spending of at least this amount of federal entitlement funds (Fund Code 240) on one or more of the eligible private school students attending private school in the district whose parents reside in the district or out of state?
39 A and B SIMS report Completed proportionate share
worksheets
2.6 If services were provided to any eligible private school students from out of state, were they provided using an Individual Services Plan?
39B Individual Services Plan(s)
3.0 Out-of-District ESE Approved Programs
3.1 Does the student record contain documentation of monitoring plans and all actual monitoring activities?
37 Copies of
monitoring plan Documentation
Focus Area #6: Out of District and Other
Findings / Comments / Questions
3.2 Did the district issue a contract for the out-of-district placement which was signed by the accepting agency and meets the content requirements of 28.06(3)(f)(1-5)?
37 Contract
3.3 Were the Team meetings conducted during the time that a student was enrolled in the out-of-district program initiated by the school district in coordination with the out-of-district placement?
4.1 Has the district kept on file the
Notification of Intent to Seek Approval for Individual Student Program?
37 Notification of Intent to Seek Approval for Individual Student
Program Form 4.2 Has the district kept on file the
supporting documentation cited in the documentation checklist, including:
a. Comprehensive Search Efforts for an Available Appropriate Approved Program?
37 Notification on Intent to Seek
Coordinated Program Review Procedures - Page 109 of 113 Focus Area #6: Out of District and Other
Placements
SE Criterion No.
Documentation Source
Findings / Comments / Questions
b. Evaluations of the Appropriateness of Unapproved Program?
37 Notification of Intent to Seek Approval for
Individual Student Program Form and Supporting Documentation c. School Committee Approval to
Operate the Program or Approval by the Host State?
37 Notification of Intent to Seek Approval for
Individual Student Program Form and Supporting Documentation
d. Pricing Information? 37 Notification of
Intent to Seek Approval for Individual Student Program Form and
Supporting Documentation 4.3 Did the district issue a written contract
for the out-of-district placement which was signed by the accepting agency and meets the content requirements of 28.06(3)(f)(1-5)?
37 Contract
Focus Area #6: Out of District and Other Placements
SE Criterion No.
Documentation Source
Findings / Comments / Questions
4.4 Was there evidence that the district had a plan for monitoring the out-of-district placement?
37 Notification of Intent to Seek Approval for Individual Student Program Form and
Supporting Documentation 4.5 Was there evidence of actual
monitoring activities conducted by the district?
37 Student Record
Comments and Conclusions:
Coordinated Program Review Procedures - Page 111 of 113
Massachusetts Department of Elementary and Secondary Education Program Quality Assurance Services
Coordinated Program Review
Student Record Review Procedures 2015-2016
School District/Charter School ____________________________________________ Date: ___________________________________