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Topics of Discussion

Special Education Division SELPA Meeting May 3, 2012 Presented by: Patricia Skelton, Ed.D. Assessment, Evaluation, & Support Unit 916-327-3547 pskelton@cde.ca.gov. Topics of Discussion. 1. Personnel Data Reporting 2. CASEMIS June 2012 3. DRDP June 2012 4. CASEMIS Noncompliance Findings

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Topics of Discussion

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  1. Special Education DivisionSELPA MeetingMay 3, 2012 Presented by:Patricia Skelton, Ed.D.Assessment, Evaluation, & Support Unit916-327-3547pskelton@cde.ca.gov

  2. Topics of Discussion 1. Personnel Data Reporting 2. CASEMIS June 2012 3. DRDP June 2012 4. CASEMIS Noncompliance Findings - Notification - Root Cause Analysis - Corrective Actions

  3. Personnel Data Reporting • Reminder: All completed surveys are due to the CDE by Friday, May 11, 2012 • A complete submission must include: • One SELPA/SOP file (reporting SELPA staffing) • One district/site file for each district/site in the SELPA/SOP • One faxed certification document (by the SELPA)

  4. Personnel Data Reporting • At any time, prior to the COB on May 11, the district or SELPA can log back on to finish or edit the personnel survey data • SELPAs have access to review and/or edit their districts’ surveys by logging on using the district’s password

  5. Personnel Data Reporting • SELPAs will not submit a summary document • The Special Education Division will aggregate the data and create a SELPA summary • The SELPA summary will be provided to the SELPA

  6. Questions/Discussion

  7. CASEMIS June 2012 Updates • Technical Assistance Guide was posted on Thursday, April 19 at: ftp://ftp.cde.ca.gov/casemis/casemistagJu12v1.doc • CASEMIS software is now available at: http://www.cde.ca.gov/sp/se/ds/casemis1211.asp • DRDP data (Table E) is due July 2, 2012 • Tables A-D are due on August 10, 2012

  8. CASEMIS 2012: Updates • Districts that have historically reported bundled services under day treatment or residential services may continue to do so for the June 2012 reporting cycle • Beginning in December 2012, CASEMIS will be adjusted to collect each related service identified in the IEP, including those which currently are bundled and reported “in total” as day treatment or residential services

  9. CASEMIS 2012: Updates • Provider is reported for infants (ages birth through two) and students receiving any of the code 500 related services(formerly known as mental health services) • The service provider is the entity that provides the service directly to the student

  10. CASEMIS: Certification of Data • SELPAs can review and edit their data prior to submission and certification… • Verification process • Enrollment Reports • Summary Reports • Custom Reports

  11. CASEMIS: Data Verification • Verification process will identify errors, warnings, duplicates, or unextracted records prior to submission…

  12. CASEMIS: Data Reports • Enrollment Full Reports…

  13. CASEMIS: Data Reports • Summary Reports…

  14. CASEMIS: Data Reports • Custom reports can be tailored to the specific need…

  15. CASEMIS Technical Assistance • Step-By-Step For Basic Users • Software Installation • File Format • Using the Software • Student Tables A-D • Data Extraction • Data Verification • Certification • Data Reports • Data Submission ftp://ftp.cde.ca.gov/casemis/stpbystp2012.doc

  16. Questions/Discussion

  17. DRDP Update • The Spring DRDP Technical Assistance Guide and instructions are at: http://www.cde.ca.gov/sp/se/ds/casemis1211.asp • The Excel file is available as of May 1, 2012

  18. DRDP Update • Enter data and upload to CASEMIS May 1, 2012 to July 2, 2012 • Due date is July 2, 2012, 5:00 P.M. • To be complete, the submission must include the data upload and certification from SELPA

  19. Questions/Discussion

  20. CASEMIS Noncompliance June 2011 Indicator 11: 60 Day Timeline - 3,687 students in 195 districts Indicator 12: Part C to Part B Transition - 210 students in 55 districts Indicator 13: Secondary Transitions - 14,877 students in 547 districts

  21. CASEMIS Noncompliance June 2011 • IEP Annual Review • 14,877 students in 547 districts • IEP Triennials • 12,215 Students in 659 districts • A total of 859 districts (83%) have at least one noncompliant area.

  22. NoncomplianceProcess of Notification • SELPAs will be given an opportunity to preview their districts’ noncompliant items, including a list of the students • All district files will be password protected and encrypted to protect the student level information • SELPAs will receive an e-mail with the data location and passwords

  23. NoncomplianceProcess of Notification • After the SELPA review of the data, districts will be notified by their FMTA consultant • Notification will include a process for completing a root cause analysis, a corrective action plan, instructions, the reporting/documentation forms, and a submission timeline

  24. NoncomplianceRoot Cause Analysis • A root cause analysis helps identify what, how, and why something happened, in order to prevent a recurrence…

  25. Root Causes • The findings are true noncompliance (isolated incidence/s at the student level) • The findings are true noncompliance, there are multiple incidences, and the findings are linked to policies, practices, and/or procedures (student and district level) • The findings are not true noncompliance and are the result of data collection or reporting errors (student and district level) • Other

  26. Root Cause True Noncompliance • The finding is the result of actual noncompliance identified in the student’s IEP… • Appears to be an isolated incidence • Does not appear to be a systemic issue • Data identified as noncompliant accurately reflects the student data at the school/district level

  27. Root CausePolicies, Practices, and Procedures • The finding appears to be the result of an issue in the district’s policies, practices, and/or procedures… • Multiple student findings across multiple sites • Connected to specific district policies, procedures, and/or practices either missing, in error, or being implemented incorrectly

  28. Root CauseTechnology Error • The finding appears to be a result of data collection and/or reporting errors… • Incorrect data was entered (incorrect date, wrong code, etc.) • Incorrect data was submitted (wrong file, old data, wrong student, etc.) • Data collection software has a glitch that impacts reporting correctly (technology error)

  29. NoncomplianceCorrection of Findings • If the student finding is a valid finding… • The FMTA consultant will facilitate and monitor the corrective action plan for student findings • The corrective action process and documentation will look similar to SESRs • Corrections will follow the one year timeline from the date of the official notice to the district

  30. NoncomplianceCorrection of Findings • Student finding is found to be a result of inappropriate policies, practices and/or procedures… • The FMTA consultant will facilitate and monitor the corrective action plan for both the student findings and the systemic finding • The corrective action process and documentation will look similar to SESRs • Corrections will follow the one year timeline from the date of the official notice to the district

  31. NoncomplianceCorrection of Findings • The finding is a result of data collection and/or reporting error… • The FMTA consultant will facilitate and monitor the corrective action plan • Student finding must be corrected by correcting the reporting error • The Assessment, Evaluation, and Support Unit staff are available to provide technical assistance for software or reporting requirement issues.

  32. Prong 2 • The Prong 2 compliance process will be completed by the Special Education Division through the review of CASEMIS data

  33. Noncompliance Notification Timeline • SELPA Notification: May 18, 2012 • District Notification: TBA • Root Cause Analysis: TBA • District Corrections: • Technology errors: January 2013 (December reporting) • Student and systemic findings: One year from date of official notification

  34. Questions/Discussion

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