Presented by,

Viver Ballard, Regina Williams, & Heather Zeman

Program Notification

Documents Requested ◦ Updates to your most current, approved application ◦ Updates to your approved written description, floor plan, or

organizational chart ◦ Behavioral intervention policy ◦ Privacy/dignity policy ◦ Administration of medication policy ◦ Data reflecting goals and objectives in your approved

written description ◦ Student roster ◦ Classroom schedules

Document Review

Interviews ◦ Selected based on responsibilities of the position held

Usually will include an administrator, related service provider, and teacher

Staff Files ◦ 23 IAC 401.250 Staff Training ◦ 23 IAC 401.250 Staff Records

Student Files ◦ 23 IAC 401.250 Student Records

Observations ◦ Class size, teacher/student ratio, classroom environment,

individualized instruction based on IEP goals, data collection, behavioral interventions

An accurate, written description of each program for which approval is requested ◦ Primary disability categories & ages of students served ◦ General overview of the program ◦ Curriculum information ◦ Services offered ◦ Clinical model

Program Outcomes ◦ Goals for the program ◦ Data Collection on programmatic goals ◦ In-service plan

Derived from the information obtained through the analysis of programmatic data

State Fire Marshal Inspection ◦ Date within 24 months ◦ http://www.isbe.net/spec-ed/pdfs/fire-marshal-

inspection-request.pdf

Summary of related services Individual Group Services – 3 students in the same group for 30 minutes

counts as 1 – 30 minute group Consult Individual Aides

Number of students requiring an individual aide on the IEP

Programmatic Services If the student does not need the service but it is given as a part of

the program this is NOT a related service

Personnel Record ◦ Administrators (23 IAC 1.705)

Professional Educator License with General Administrative, Principal, or Superintendent Endorsement (23 IAC 1.705)

Head Teacher Supervisory Endorsement Only for programs with less than 4 teachers

◦ Related Service Providers (23 IAC 226.850) Must have the credentials for the title

◦ Teachers Licensed in Special Education for the grade level teaching Early Childhood Teachers

Both early childhood and special education credentials Early childhood classrooms can only have early

childhood students age 3-5 (6 if birth date occurs during the school year).

Staffing Requirements 401.240

Personnel Record ◦ Special Subject Teachers

Substitute Teachers Cannot open a classroom

◦ Other Necessary Personnel Teaching Assistant

Providing or enhancing instruction Must have a license

1:1 Aide assisting with personal care needs

◦ Illinois Educator Identification Number (IEIN) This is NOT the license ID The IEIN is located on the paper copy of the license or by

the employee accessing their credentials in ELIS (it is not displayed on the administrator or public search)

Staffing Requirements 401.240

Notify your ISBE consultant …

◦ At least 60 DAYS BEFORE

Cease in operations, move, or discontinuing any approved program

◦ Within 60 DAYS AFTER

any change in a special program described in the approved application

any change in your educational administration and organization

any change that does not affect compliance in the number, type or duties of the professional positions or in the licensure status or credentials of any individual employed in such a position

Notify your ISBE consultant …

◦ Within 5 CALENDAR DAYS any change in the facility's compliance with applicable fire

prevention regulations or other federal, state, and local laws, ordinances, or regulations, as described in its approved application or in the physical facilities used

any change in the facility's approval or licensure to provide a residential program as described in its approved application

any change in the facility's approval or licensure to operate in a state other than Illinois as described in its approved application

any change that does affect compliance in the number, type or duties of the professional or paraprofessional positions or in the licensure status/credentials of any individual employed in such a position Notice to ISBE & placing school districts of attempts to fill

positions and efforts to provide necessary instruction & related services for positions remaining vacant after 30 calendar days and again after 60 calendar days

Students receiving IEP services

◦ Log of dates and amount of related services provided

◦ Must match the amount/frequency of services indicated in the IEP

Classroom Age Range

◦ Elementary – 4 year age span

◦ Secondary – 6 year age span

Class Size

◦ 1 teacher/5 students

◦ 1 teacher & 1 teacher assistant/10 students

◦ 10 student maximum per class

Deviation

◦ Unexpected circumstances

◦ Valid only for the school year in which the deviation was approved.

Education file maintained in the classroom should include…

◦ IEP with BIP

◦ Documentation of ongoing data collection towards IEP goals

◦ Related service schedule

◦ Medical information

Privacy & Dignity Policy ◦ Written policy that outlines safeguards for students’ privacy

and dignity during toileting, diapering, and other personal care activities

Administration of Medication ◦ Written policy that conforms to Sections 10-20.14b and

10-22.21b of the School Code

Non-administrative staff and teachers cannot be required to administer medication (except school nurses & registered professional nurses)

Staff may volunteer to administer medication

Must be trained on the specific medication, dosage, side effects, and method of administration

Documentation of this training (date, agenda, signature)

Attendance ◦ Keep records of attendance ◦ Report attendance to the district by the 15th of each month

for the preceding month ◦ Notify the district immediately of 5 consecutive unexcused

absences for a student

Documentation

Copy of the letter, email, or fax placed in the student’s file

Student Progress ◦ Reviewed with parent

Copy of the document used in the student’s file ◦ Reported to the district

Copy of the letter, email, or fax placed in the student’s file

Section 401.250

Staff Training

Section 401.260

Staff Records

Initial orientation related to duties

Privacy/Dignity Disposal of Hazardous

Waste Blood Bourne Pathogens Time Out Training Physical Restraint

Training Behavior Interventions Administration of

Medication

Title Job Description Physical TB Hepatitis B Credentials FBI IL Sex Offender

Documents in student records

◦ Most recent enrollment

◦ Evaluations, eligibility, & reports

◦ Student Contract

Must be for the current school year

Rate as determined by the IPCRB

◦ Current IEP

◦ Progress Reports

Student records after placement ends

◦ Documentation of returning file to the district

“Physical restraint” means holding a student or otherwise restricting his or her movements. “Physical restraint” as permitted pursuant to this Section includes only the use of specific, planned techniques (e.g., the “basket hold” and “team control”).

“Isolated time out” means the confinement of a student in a time-out room or some other enclosure, whether within or outside the classroom, from which the student’s egress is restricted. The use of isolated time out shall be subject to the following requirements.

23 Illinois Administrative Code Part 1 Section 1.280 & 1.285

Any enclosure used for isolated time out shall:

◦ have the same ceiling height as surrounding rooms and be large enough to accommodate the student and any other individual who is required to accompany that student;

◦ be constructed of materials that cannot be used by students to harm themselves or others, be free of electrical outlets, exposed wiring, and other objects that could be used by students to harm themselves or others, and be designed so that students cannot climb up the walls (including walls far enough apart so as not to offer sufficient leverage for climbing); and

◦ be designed to permit continuous visual monitoring of and communication with the student.

If an enclosure used for isolated time out is fitted with a door, either a steel door or a wooden door of solid-core construction shall be used. If the door includes a viewing panel, the panel shall be unbreakable.

An adult who is responsible for supervising the student shall remain within two feet of the enclosure.

The adult responsible for supervising the student must be able to see the student at all times.

If a locking mechanism is used on the enclosure, the mechanism shall be constructed so that it will engage only when a key, handle, knob, or other similar device is being held in position by a person, unless the mechanism is an electrically or electronically controlled one that is automatically released when the building’s fire alarm system is triggered. Upon release of the locking mechanism by the supervising adult, the door must be able to be opened readily.

Student’s name

Date of the incident

Beginning and ending times of the incident

Description of any relevant events leading up to the incident

Description of any interventions used prior to the implementation of isolated time out or physical restraint

Description of the incident and/or student behavior that resulted in isolated time out or physical restraint

Log of the student’s behavior in isolated time out or during physical restraint, including a description of the restraint technique(s) used and any other interaction between the student and staff

Description of any injuries (whether to students, staff, or others) or property damage

Description of any planned approach to dealing with the student’s behavior in the future

List of the school personnel who participated in the implementation, monitoring, and supervision of isolated time out or physical restraint

Date on which parental notification took place

ISBE does NOT have a specific form that you should use to record incidences.

There are a variety of options online that you can explore to help guide you in creating your own.

Example

Example

Have a course curriculum guide

Teach all subject branches that would be offered at the student’s grade level in a public school

Align curriculum with New IL Learning Standards

ISBE will check curriculum course guides, students’ report cards as they are presented to the district (course codes and earned grades)

Any deviation from the above should be noted in the student’s IEP.

General Requirements 401.210 ◦ 401/226

Fiscal Provisions 401.280 ◦ Tuition and Charges to parents

Written Report

◦ Program Information

◦ Positive Aspects of the Program

◦ Summary of Program Findings & Corrective Actions

◦ Areas Needing Further Consideration

◦ Program Status and Timeline

Approved

Approved with Administrative Review

Pending

Nonapproved

Based on the status you receive, the written report will specify a time line for submitting a corrective action plan and completing it.

Contact your ISBE Consultant

If you are unsure of who your Principal Consultant is, please email Regina or Viver for clarification.

Viver Ballard Regina Williams

Phone: (312) 814-8246 Email: vballard@isbe.net

Phone: (312) 814-8242 Email: rewillia@isbe.net