State Performance Plan 2005-2012 - Part B - Arkansas Department Of Education Page 146

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Arkansas Department of Education Special Education Unit
Part B State Performance Plan
• Special Education/IDEA Data & Research staff does not have access to the data until October 1.
o IDEA Data & Research Office staff begins the identification of noncompliance on October
st
1
; this is the first access staff has to ‘clean’ data.
• Data review for noncompliance of Indicator 11 begins October 1
2. Data Cleaning, Clarification, and Follow-up (September 1 through November 30)
• Each record containing errors is grouped according to LEA and made available securely through the
MySped announcement system to each impacted LEA. Notifications of the existence of errors and
the location of these lists are sent to each LEA supervisor via email.
• LEAs have the opportunity to review all end of year data throughout September via MySped
Resource.
• The IDEA Data & Research Office staff continues to run three additional checks throughout the
cycle review period (September 1-30) and updated notifications are sent to supervisors of all
identified LEAs.
• Once the cycle review period is complete, referral records are checked for missing data (i.e. dates or
reason for exceeding timelines) related to timely evaluation (Indicator 11) and early childhood
transition (Indicator 12) one final time. Any LEA found to still have missing data elements is
contacted via phone to finalize the data. Failure to provide evidence of data error corrections (i.e. the
st
missing data) by November 1
may result in a LEA being cited for Indicator 20: Timely and
Accurate Reporting.
• The referral tracking data reviewed by the IDEA Data & Research Office staff is checked for the
following:
Referral Date Exceeds FY
o
Age of student is not within acceptable parameters (younger than 2 or older than 21)
o
Inconsistent timeline: expected chronological order (referral->initial parental consent-
o
>evaluation->eligibility determined->parental consent to place) is not observed
Process continued without initial parental consent
o
60 day consent to evaluation completion timeline exceeded with no reason recorded
o
Evaluation was completed but no eligibility determination date was recorded
o
30 day evaluation to eligibility determination timeline exceeded with no reason recorded
o
Indication of placement in special education without a date of parental consent to place
o
recorded
Indication of placement in special education without an evaluation completion date recorded
o
Indication of placement in special education without an eligibility determination date
o
recorded
Record completed with a reason of “not eligible” with no eligibility determination date
o
recorded
Special education placement inconsistent (record indicates the student was not placed yet the
o
completion reason is “SP” or record indicates student was placed yet the completion reason is
“NE”)
Referral process incomplete
o
3. Identification of Non-compliance
• Prior to calculation of Indicators 11 and 12 for the APR in October/November, referral records
exceeding the 60 day evaluation timeline for which a code of “other” was recorded are closely
examined to determine if they meet exclusionary criteria. If further clarification is necessary, LEA
supervisors are contacted via phone or email. For compliance of State regulations this process also is
applied to the 30 day eligibility determination timeline.
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