Special Education Compliance John Fry, Director of Special Education November 12, 2019
Purpose of this Presentation The School Board will be informed of the special education compliance process completed in 2018-2019 specific to due process compliance and fiscal compliance. The School Board will learn from this presentation the compliance review plan for the 2019-2020 school year as part of the district review cycle through MDE. No action will need to be taken. This is informational only.
MNCIMP is Minnesota’s Continuous Monitoring Improvement Process
Due Process Compliance
MDE Review Items completed for MDE review and site visit: • Lead Monitor and special education department met to review, coordinate and plan the 2019-2020 MDE Review Process. • Record Review Student List • The student list was predetermined by MDE and the Special Education Department edited the list to reflect students currently receiving services in Columbia Heights Public Schools • Building & Staff Summary Form (BASS) • Form provided by MDE and completed by the Special Education Department to reflect the roles of the number of staff across the district and in each building
MDE Review Items currently in process for MDE site review and visit: • Record Review • The Special Education Department has began reviewing records in October for compliance and reports results in the MNCIMP: SR web-based system. Record review must be completed by January 1, 2020. • Staff online Interviews • As part of this review, we are required to complete a specified number of online surveys from staff. Surveys must be completed by a predetermined number of administrators, special education teachers, related service providers, general education teachers, and educational assistants. • This will be completed during November. • Thus far we have exceeded the sample size for Educational Assistants and General Education Teachers.
MDE Review Items the Special Education Department will be working on throughout the year for the MDE review and visit: • February 1, 2020- Special Education Director Interview • March 1, 2020- Record Review Clean-Up • March 2-4, 2020- The districts lead monitor will be conducting an onsite review of the district’s facilities (3 days). • The focus of the visit will be the review of special education environments and follow-up conversations with any staff regarding information obtained via the staff surveys.
MDE Review Items the Special Education Department will be working on throughout the year for the MDE review and visit: • April 1, 2020- Formal Notification of Findings (FNF) document, describing the final results of the district’s self-review of records. • June 30, 2020- Final monitoring report describing the results of the MDE Review, which includes the record results described in the FNFs as well as any corrective action plans (CAPs) ordered. • July/August 2020- If any corrective action plans (CAPs) are ordered via the MDE Review process, the district will have 45 calendar days to develop and submit CAPs for approval to the lead monitor. 6-8 weeks later the Corrective Action Plans (CAP) are posted on MDE’s website as a public document
Fiscal Compliance
Fiscal Compliance Overview 1. MDE is required to monitor the districts use of special education funds and compliance with federal and state requirements as it relates to fiscal accountability. 2. Data was submitted during the 2017-2018 school year with information based on the SFY 2017 (2016-2017) for 14 Items/Areas. 3. MDE identified 11 specific Items/Areas as needing a Corrective Action Plan (CAP) to be completed by June 2019.
Fiscal Compliance 1. Time & Effort (Federal)- Standard for documentation of personal expenses and financial management. 2. Time & Effort (State) - Reporting Salary Expenditures 3. Transportation- IEP Need as a Related Service 4. Procurement- State Procurement Standards 5. Procurement - Conflict of Interest and Disclosure Requirements 6. Procurement - Internal Controls: Methods of Procurement 7. Procurement- Use of Amount and Eligible Related Services 8. Equipment (Records) 9. Equipment (Inventory) 10. Proportionate Share (Expenditures)- Participation of Private School Students 11. Proportionate Share (Documentation)
Result of MDE Fiscal Review • These 11 Corrective Action Plans (CAP’s) were completed by June 28, 2019 resulting in our practices and procedures being 100% in fiscal compliance.
Thank you
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