New LEA Special Education Point of Contact Orientation Summer 2020 Start of School Training Series OSSE Division of Systems and Supports, K-12 (K12SS) OSSE Division of the Chief Information Officer (CIO) OSSE Division of Teaching and Learning (TAL)
2020-21 Start of School Overview & Announcements 2
Visit the Start of School webpage to learn more about our five priorities for strengthening the 2020-21 start of school, important dates and deadlines, and helpful resources and tools. osse.dc.gov/startofschool 3
Monday Tuesday Wednesday Thursday July 20 July 21 July 22 July 23 New Data Manager New Special Education POC SEDS Train-the-Trainer: Eligibility SEDS Train-the-Trainer: Related Orientation Orientation Process Service Provision Documentation New Enrollment Audit New Transportation POC SEDS Train-the-Trainer IEP Process POC Orientation Orientation + TOTE 2.0 TOTE 2.0 Training Returning Enrollment Re-entry Strategies and Tools SLED Training for New Users Audit POC Refresher to Support ELs: Part 1 July 27 July 28 July 29 July 30 SLED Training for New Re-entry Strategies and Tools Serving Students with Disabilities LEA Data Discussion for Data Users to Support ELs: Part 2 Remotely: Part 1 Managers LEA Feed Management TOTE 2.0 Training Aug. 3 Aug. 4 Aug. 5 Aug. 6 Re-entry Strategies and Tools to Support ELs: Part 3 Serving Students with Disabilities SY2020-21 Start of School Remotely: Part 2 TOTE 2.0 Training Summer Training Calendar Aug. 10 Aug. 11 Aug. 12 Aug. 13 Kid Talk Event Serving Students with Disabilities LEA Data Discussion for Data Remotely: Part 3 Managers Additional details for each training can TOTE 2.0 Training Re-entry Strategies and Tools to be found within the OSSE Training Support ELs: Part 4 Registration System and on the OSSE Aug. 17 Aug. 18 Aug. 19 Aug. 20 Start of School Website Special Ed POC & Transportation POC Webinar 4
2020 Kid Talk: Thursday, Aug. 13, 2020 (Virtual) • Extension of the Bridge to High School (B2HS) Data Exchange Program • Middle school & high school staff come together to discuss the academic and social emotional needs of incoming 9 th graders. ▪ INVITED: Counselors, special education coordinators, English learner coordinators, student support staff, school leaders. ▪ Allows the receiving high school to plan for specific student needs before the school year begins. • To RSVP: Contact Janae Eason at (202) 251-7392 or Janae.Eason@dc.gov. 5
Agenda Time Topic 9-9:10 a.m. Introduction to the Role of the LEA Special Education Point of Contact (LEA SE POC) 9:10-9:30 a.m. SEDS Administrative Tasks 9:30-9:35 a.m. Troubleshooting Support: OSSE Support Tool 9:35-9:40 a.m. Reports in Qlik Useful to LEA Sped POCs 9:40-9:45 a.m. BREAK for Q&A 9:45-10 a.m. Special Education Policy Review 10-10:15 a.m. IDEA Monitoring Activities 10:15-10:20 a.m. Nonpublic SEDS Access & Role of the LEA Sped POC 10:20-10:25 a.m. Nonpublic placement overview & Nonpublic monitoring overview 10:25-10:30 a.m. Close Out, Q&A 6
The Role of the LEA Special Education Point of Contact (LEA SE POC) 7
The Role of the LEA SE POC • Each LEA is required to have an LEA Special Education Point of Contact (LEA SE POC) who serves as OSSE’s main point of contact with LEAs for the purpose of special education. • LEA SE POC responsibilities remain largely the same from year to year, with some modifications according to LEA-level or state-level needs. • Monthly LEA SE POC webinars will highlight any new responsibilities that may arise over the course of the school year. 8
The Role of the LEA Special Education POC (LEA SE POC) Policy & Guidance Monitoring & Compliance • Act as the LEA’s liaison with OSSE for • Act as the LEA’s liaison with the OSSE IDEA special education policy and guidance Part B Monitoring and Non-Public Team. updates and clarifications. • Ensures implementation of dispute resolution • Identifies key areas of need for TA & PD. correction of noncompliance. Evidence-Based Practice Data Apps & Systems • Support LEA staff in leveraging OSSE • Serve as the SEDS administrator and trainer resources on evidence-based practices in on behalf of all LEA staff. serving students with disabilities. • Access and leverage student-level data from • Share training opportunities with staff. multiple OSSE systems (Qlik, SLED, etc.) • LEA leaders may assign one or multiple staff members to serve in this role, and may divide duties as they see fit to best meet the needs of the LEA. • Must be listed in the eSchoolPLUS contact list in the LEA SE POC role in order to receive official OSSE communications intended for LEA SE POCs. (LEA Data Manager controls this list.) 9
LEA SE POCs must work together with other key LEA POCs LEA Assessment POC LEA Transportation POC • Work together to ensure students with disabilities • Keep up to date on all transportation policies, guidance, receive appropriate assessment accommodations, and eligibility criteria. as documented in IEPs. • Support the LEA Transportation POC to ensure timely • Work together to determine Alternate Assessment submission of all Transportation Request Forms (TRFs). eligibility for students with cognitive disabilities. Pre-K Special Education POC LEA Data Manager • Work together to serve 3 to 5 year old students with • Ensure accurate enrollment data to allow transfer of disabilities. records in SEDS for students with disabilities. • Support Pre-K SE POC in Child Outcomes Summary • Access and leverage student-level data from multiple data collection, as needed. OSSE systems (Qlik, SLED, SIS, etc.) Early Childhood Transition Coordinator LEA English Learner Coordinator • Coordinate a smooth C to B Transition for newly • Work together to serve students who are dually enrolled 3 or 4 year old children coming from DC identified as English learners with disabilities, including Early Intervention Program (‘Strong Start’). appropriate assessment accommodations, evaluations and service provision in other languages, family • Coordinate child find duties for young children. engagement and communication, etc. 10 10
OSSE Contact Information for LEA Special Education POCs Policy & Guidance Data Apps & Systems OSSE Special Education Policy Team Use the OSSE Support Tool for questions or support OSSE.DSEpolicy@dc.gov with special education data systems and applications or contact your LEA’s Data Liaison Monitoring & Compliance Preschool Special Education Karen Morgan-Donaldson, IDEA Part B Dawn Hilton, Special Education Supervisory Monitoring and Compliance Team Coordinator, Division of Early Learning, Karen.Morgan-Donaldson@dc.gov Dawn.Hilton1@dc.gov Edgar Stewart, Non-Public Monitoring Team Child Outcomes Summary Data Collection Edgar.Stewart@dc.gov OSSE.COSFAQ@dc.gov Evidence-Based Practice Assessment Accommodations Jennifer Carpenter, Professional Development Michael Craig, Assessment Specialist, Special Specialist Jennifer.Carpenter@dc.gov Populations, Michael.Craig@dc.gov Student Transportation: TOTE Support Team: (202) 576-5520 or DOT.Data@dc.gov School Liaisons and Parent Resource Center: (202) 576-5000 (follow prompt for school officials) 11
Special Education Data System (SEDS) Administrative Tasks 12
SEDS Administrative tasks for Start of School • Transition to New School Year • Account Management • Access to Student Records • Caseload Set Up Wizard • OSSE Support Tool (OST) 13
Roll Over System to 2020-21 School Year • LEA Special Education POCs are responsible for ensuring the system is operating in the new school year. • Check your school system calendar. • Update Progress Reporting Periods. • SEDS uses primary LEA calendar in eSchoolPLUS. STEP 1: Select System Calendar from main menu. Click Edit School Years . 14
Roll Over System to 2020-21 School Year STEP 2: Click Add next school year. 15
Roll Over System to 2020-21 School Year • Impacts access to documents and student information. STEP 3: Select the 2020-21 from the list. 16
Update Reporting Periods STEP 4: Select the Reporting Periods . 17
Progress Reporting Periods • Impacts teachers and related service providers ability to enter progress reports. STEP 5: Enter the Reporting Period dates for Progress Reports for 2020-21. 18
Start of School SEDS User Audit LEA SE POCs are responsible for protecting the privacy of student information by controlling access to student files in SEDS. Start of school housekeeping should include a SEDS user audit to search for: 1) Users who no longer work at the LEA 2) Users who no longer need access to student files 3) Nonpublic users who no longer need access to student files STEP 1: Open the ‘Users’ tab in SEDS 19
Start of School SEDS User Audit STEP 2: Select all LEA and school-level roles. Unselect all state-level roles ( never change profiles for OSSE staff user accounts). 20
Start of School SEDS User Audit STEP 3: From the list of users, identify accounts that need to be inactivated. TIP: Clicking on a column header will sort the list alphabetically by that column type. Check the box in the “Delete” column, then click “Inactivate Selected Users.” 21
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