SPP: Public Agency Procedural Compliance Self-Assessment

Cyclical MonitoringQuestions and Answers

Recommended Step-by-Step Reporting Instructions

Inputting Data into the Electronic Reporting System, Steps 5-11

Step 5: Enter the Special Education Web Portal

You will enter your data through the Special Education Web Portal at:

Special Education Web Portal

The first screen you will see is the PCSA and Corrective Action Main Menu. From this menu, you will:

  • Enter contact information and completion information about the self-assessment process;
  • Enter the raw numbers from your recording forms;
  • Select or identify corrective actions to correct all noncompliance and ensure future compliance;
  • Upload the Electronic Recording Forms you just saved to your computer;
  • Submit the PCSA report to DPI;
  • Read your Final Report and Corrective Action Plan Summary; and
  • See links to the Assurances you’ll need to send to DPI by February 15 ensuring all student-level noncompliance has been corrected.

Step 6: Enter Contact and Completion Information.

When you click on "Enter Contact and Completion Information", you will need to enter contact information including the name, phone number, and email address of the person completing the report.

In addition, you will need to identify if and how your ad hoc self-assessment committee included a parent. DPI uses this information to determine, in part, which LEA will be validated.

And you will need to identify whether your LEA completed the student records review per DPI protocols, which include sample selection and the use of an ad hoc self-assessment committee.

Step 7: Input Evaluation Data

From the main menu, you will enter data into the section entitled, "Enter Self-Assessment Results." Click on the "Evaluation" hyperlink/tab.

Sample Size

To be able to do the calculations, the program needs to know the total number of records reviewed for each of the samples. You will be asked to identify the sample size for each of the areas that rely on a review of individual student records and interviews – Evaluation, IEP, and Discipline. You can find the total number of records reviewed from several places, the easiest of which is from the recording form for each sample (for example, the LEA Self-Assessment of Procedural Compliance Evaluation Recording Form).

Aggregating individual student record data.

For the program to do the appropriate calculations, you will always be asked to enter the number of records NOT in compliance. The program does not need the number of records in compliance or the number of records for which you responded N/A. Please do not include a response of N/A in your count of records not in compliance.

For each sample, open the Electronic Recording Form and look to the bottom of that form to get the total number of items in the “N” row for the corresponding compliance item. For example, if I have 3 records marked "N" in the EVAL-1 column of my Evaluation Electronic Recording Form for the Evaluation sample, I enter “3” into the EVAL-1 box. There are 7 compliance items for the Evaluation sample. Remember to save at the bottom.

Step 8: Input IEP Data

Using the grey navigation bar at the top of the screen, click on the “IEPs” hyperlink. Just as you did with the Evaluation sample, enter the sample size for your IEP sample. If you can’t remember this number, look back to your IEP Recording Form.

Enter the number of student records NOT in compliance with each of the compliance statements. Be very careful to ensure you are entering accurate information. There are 14 compliance items for the IEP sample. Save at the bottom of the screen.

Step 9: Input Discipline Data

Using the grey navigation bar at the top of the screen, click on the “Discipline” hyperlink. Just as you did with the previous two samples, enter the sample size for your discipline sample. If you can’t remember this number, look back to your Discipline Recording Form.

Enter the number of student records NOT in compliance with each of the compliance statements. Be very careful to ensure you are entering accurate information. There are 4 compliance items for the Discipline sample. Save at the bottom of the screen.

Step 10: Input No Sample Data

For No Sample item 1, you will report compliance regarding private school written affirmation of consultation. You will check “yes” or “no.” Independent charter schools and school districts with no private schools located in the district will check “NA.”

For No Sample item 2, you will report compliance regarding whether each parentally placed private school student with a disability who has been designated by the LEA to receive services has a current services plan that describes the special education and related services the LEA will provide for the student. You will check “yes” or “no.” Again, independent charter schools and school districts with no private schools will check “NA.”

For No Sample item 3, you will report compliance regarding initial evaluations conducted within 60 days of receiving parental consent for the evaluation. You will report the raw data from the No Sample Reporting Form in Appendix E of the Self-Assessment Guide and, if applicable, the reason the eligibility determination(s) were not completed within 60 days. When you input your No Sample 3 data, please double check your data carefully. The series of data required for this item is more complicated than any other data you’ll enter, and we appreciate your special attention to this data. We report this data to OSEP under Indicator 11. Remember, we are reporting numbers for initial evaluations only.

Let’s start with a brief reminder: there are three exceptions in law to the 60-day timeline. The first involves a student who transfers from one LEA to another after the 60-day timeline has begun and prior to a determination of eligibility by the previous LEA, the new LEA is making sufficient progress to ensure a prompt completion of the evaluation, and the parent and new LEA agree to a specific timeframe when the evaluation will be completed. The second exception is if the parent repeatedly fails or refuses to make the student available for the evaluation. This is determined on a case-by-case basis, and what constitutes "repeatedly failed" or "refuses to make the student available" will vary depending on the specific circumstances in each case. The third exception is if the student is being evaluated for a specific learning disability and the timeline is extended by mutual written agreement with the parent.

In Box A, report the number of students for whom parental consent to evaluate was received;

In Box B, include the number of students from Box A determined NOT ELIGIBLE- either within the 60 day timeline AND students for whom one of the exceptions to the 60-day timeline applies that were NOT ELIGIBLE.

Box C is the number of students in A. DETERMINED ELIGIBLE whose evaluations and eligibility determinations were completed within 60 days AND students for whom one of the exceptions to the 60-day timeline applies that were FOUND ELIGIBLE.

In Box D, the computer calculates the number of students whose evaluations were completed beyond the 60-day timeline, and one of the exceptions did not apply. You will report the range of days (minimum/maximum) from consent to determination of eligibility. Report the actual days. Do not subtract the 60-day timeline.

Box A - (Box B + Box C) equals Box D.

Finally, if you have any students in Box D, use Box E to document of the reasons eligibility determinations were not completed within 60 days. It is not necessary to report each case and a reason; instead, please identify the categories of reasons for which eligibility determinations were not completed within 60 days.

The program will calculate when you'll need a corrective action plan by automatically identifying compliance requirements.

After you've entered all aggregated data and the raw data for items not requiring samples, then you're ready to take a break from the computer and meet with your ad hoc self-assessment committee.

Step 11: Save and exit the electronic reporting system.

Steps 1-4: Preparing for the Electronic Reporting System
Steps 10-13: Developing a Corrective Action Plan and Inputting the CAP into the Electronic Reporting System

If you have questions about the self-assessment process that are not answered in this section or on the Self-Assessment Questions and Answers page, please submit your question by email.

 

For questions about this information, contact Paul Sherman (608) 267-9157