Monthly Special Education

Coordinator Meeting

November 2014

Topics• Compliance Corner• Child Count Preparation • IEP Amendment Cover Pages• In-lieu of a meeting • Reports in Enrich• Logging Services • 2nd Semester Meeting Schedule

Compliance Corner

Indirect Services• The child’s IEP has the following service listed:

– Special education teacher to consultation with regular education teacher – indirect – 30 minutes a week

• Which is a lot of time for an indirect service

Or

– OT consultation with special education teacher – indirect – 15 minutes a month

Indirect Services• The parent sends in an email:

– “I need the Occupational Therapy “15 Minute Monthly Indirect Consultation" Report from the school year of 2012-2013.”

What do you do?

Indirect Services• Hopefully, within just a few minutes, you send the

parent something that looks like this:

Indirect Services • So why bring this up?

• DOCUMENT, DOCUMENT, DOCUMENT

• DOCUMENT your indirect services

• Some of you have unbelievable amounts of indirect time . . . . Honestly, you’re going to have a hard time documenting this.

• The same is true about your direct services

Direct Services • How to document your direct services?

– Sign in/sign out sheets– Lesson plans– Work samples – Anecdotal notes– Service Log in Enrich

Child Count Preparation

Child Count Preparation• Enrich has fixed the duplication issue with running

the child count report. This means that we can begin our process of preparing for the count.

• Step 1 (preparing for the list of students):– In a few days your school leader will receive a task

through Epicenter (something we’ll talk about in January). They are to review the list of students and:

• Confirm that everyone on that list was active on October 28, 2014 and had an IEP

• Remove anyone from the list who was not active on October 28, 2014.

• Manually add to that list anyone who was active on October 28, 2014 and had an IEP.

• Step 2 (nothing to worry about at this time).

Child Count Preparation• Be prepared to assist your school leader in verifying

the list of names.

IEP Amendment Cover Page

IEP Amendment Cover Page• Just a few observations about what we’ve seen

when it comes to the use of the IEP Amendment Cover Page:– Forgetting to actually amend the IEP in Enrich after your

meeting.

IEP Amendment Cover Page• Anytime you click “IEP Amendment Cover Page”

you must also click “amend” on the most current IEP (even if you didn’t make any changes). This is the only way to keep track of things in Enrich.

In-Lieu of a Meeting

In-Lieu of a Meeting• Broadly speaking, we’re overusing the option to

holding an IEP special review without the full team (LEA and parent agreement to meeting In-Lieu of a Meeting).

• Keep in mind that this is an option, and not meant to be the standard operating procedures. – Some things would be better to discuss as a full team.

• Meetings where you need to have a full team (cannot use the In-Lieu of a Meeting option):– Annual reviews– Eval/Reeval Planning– Eval/Reeval Determination– Possible denial of FAPE meetings

Reports in Enrich

Reports in Enrich• We’ve received a few questions from teachers

wanting a report of due dates.

• The problem, Enrich still doesn’t play well with converted data. Once we’re 100% off the converted data, the report options will be much better (and easier).

Reports in Enrich• Here are some solutions:

-running due date reports for annual reviews:

Move it from all deadlines to Team Lead Deadlines

Reports in Enrich

This reads: 1 annual review due between 11/9 – 11/15, 1 the following week, and 1 the week after that.

Reports in Enrich• Then if you click the “21,” it shows you the annual

review dates for the other 21.

Reports in Enrich• Then click “export” to get them into Excel (where

you can manually add the other 4 kids who were due in November.

Reports in Enrich• For eval due dates:

– Expand the compliance timeline option• Clicking the “24” will show you the eval due dates for all

the kids on the caseload.

Enrich and Transfer Meetings

Transfer MeetingsWe’re noticing a global issue that you all need to work on for us (pertaining to kids who transferred in).

These kids are showing as overdue. Why?

When the meeting was held 30 days later to accept/amend the transfer IEP, the case manager forgot to change the ending date back to the ending date of the transfer IEP.

This causes things to show as overdue (see slides above regarding “amending and IEP Coverage”).

Overdue IEPs• Speaking of the overdue report:

– Presently in Enrich• Coastal Leadership = 2• Cyber Academy = 4• Garden City = 4• Gray = 4• Lowcounty Leadership = 1• Midland Stem = 1• Provsot = 1• Riverwalk = 6• Connections = 9• SC Science = 1• SC Virtual = 1• Whitmore = 3• York Prep = 2

Overdue IEPs• Possible reasons for showing up as overdue:

Overdue IEPs• Please understand that it is not acceptable for an

IEP to expire and be overdue.

• Work with your district special education coordinator to help you create a system to hold yourself and your teachers accountable for when things go overdue.

• I know sometimes there are things that our out of our control, but I’m seeing a trend regarding the “acceptance” of having items expire.

• If you have an overdue annual review, you’ll also need to have a possible denial of FAPE discussion./

Logging Services

Logging Services• As far as we know, all “logging services” issues are

handled. The most recent situation, which was taken care of this morning, was that no “procedure codes” dropdown menu would appear for certain services.

• If you run into any logging services issue, please let Kendall know.

2nd Semester Meeting Schedule

2nd Semester• Just a reminder about our next face-to-face meeting:

– Thursday, January 15, 2015

– Starting in the Spring, we are going to change our meeting format to include a face-to-face option.

– We’re noticing that in addition to general special education compliance, our school coordinators are also needing general leadership growth opportunities. Therefore, the new schedule looks like this:

• Monday, February 09, 2015– 9:30 – 2 (leadership development – face to face)– 2:30 – 3:30 (special education update – face to face and/or virtual

• Monday, March 09, 2015 (same as above)• Monday, April 13, 2015 (same as above)• Monday, May 11, 2015 (same as above)