August 2012 OSP Call Minutes
Agenda
o Assistive Technology Grants – Kathy Knighton
o OSP Data Report Calendar – Lanai Jennings
o District Self-Assessment Process – Ghaski Browning
o Indicator 13 – Ghaski Browning
o Update on Special Education Plans, Grant Awards and Budget Revisions – Sandra
McQuain
o Announcements: Leadership Meetings, Monitoring Training and OOS Enrollment
Reminder
Materials:
Three documents were distributed on the special education listserv by Jacqui Veres (August 15,
2012):
o AT Supplemental Funding PPT
o District Self Assessment PPT
o Special Education Data Calendar for SY 2012-2013
1. Assistive Technology Supplemental
o Please reference PowerPoint for all information presented.
2. OSP Data Report Calendar
o First page of data calendar was reviewed for the 2012-2013 school year. These are the
reports required through December of 2012.
o All district level reports within the calendar are requirements under Sections 618 and 616
of IDEA:
i. 618 collections
1. Child Count
2. Personnel
3. Educational Environments
4. Students Exiting Special Education Ages 14-21
5. Discipline
6. Assessment
7. Dispute Resolution (SEA responsibility only)
8. Maintenance of Effort Reduction and Coordinated Early Intervening
Services
ii. 616 reports for State Performance Plan / Annual Performance Report that are not
linked to the 618 collections above
1. Indicator 7 - Early Childhood Outcomes: Data are derived from the WV
PreK Child Assessment System. All PreK teachers and speech language
pathologists must complete the OSEP Child Outcome Summary Form
for all PreK students with disabilities during each of the three
checkpoints. The first checkpoint window is October 1-31, 2012.
Contact Ginger Huffman at 304.558.2696 or
vhuffman@access.k12.wv.us with questions.
2. Indicator 8 – Parent Involvement
3. Indicator 11 – Child Find / Timely Initial Evaluations
4. Indicator 12 – Early Childhood Transitions / Part C to B
5. Indicator 14 – Post School Outcomes / One-year follow up exit surveys
o
iii. All of these data collections and reports, in addition to the Annual Desk Audit
and LEA application for special education funds, are included in a district’s
Timely and Accurate status on Indicator 20 of the Annual Determination
Workbook.
The Second Month Memo was issued by Jacqui Veres on the listserv on Friday, August 3,
2012. Training on the Second Month Report was conducted on August 8 and 9, 2012 at the
RESA 7 Lab in Clarksburg, WV. This is the special education child count linked to State
Aid. Memo reminders will be made during the September call. In the meantime, please
contact your county contact, RESA or OSP with questions.
3. District Self-Assessment Process
o Please reference PowerPoint for all information presented.
4. Indicator 13 – Secondary Transition / Documenting Transition within the IEP
o Review of transition files will be completed during the on-site visit. Please review for
compliance with Transition File Review Checklist. If you find areas not in compliance please
try to correct the non-compliances through an IEP Team Meeting or amendment process.
Non-compliance issues have been invitation of student and permission each year if outside
agency will be attending.
i. Transition File Review Checklist:
http://wvde.state.wv.us/osp/compliance/Transition_Posted.pdf
ii. WV Guidance Documents for IEP Checklist:
http://wvde.state.wv.us/osp/Transition/wvguidancedocuments.html
5. Update on Special Education Plans, Grant Awards and Budget
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o
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Many plans have been approved or approved pending WVEIS revisions. Several districts
still have issues regarding Maintenance of Effort. Sandra McQuain is providing
directors and CSBOs assistance with this issue. Continue to work with OSP to make
corrections until plans are approved.
OSEP has issued additional guidance on Excess Cost. The calculation has been changed
in the online plan to pull in December child count data from the most recent year, rather
than the prior year. The calculation now provides the amount that should have been
expended for the education of students with disabilities in the 2011-2012 school year.
Please inform your CSBO.
Grant awards will be issued electronically this year. However, the system for issuing
these awards is under development. One issue under consideration is where the grant
assurances will reside. If they are placed within the online plan, directors will be asked to
resubmit the plan to incorporate them. This will be announced at a later date.
Resubmission also will be needed to incorporate the WVEIS budget revisions and the
new excess cost information into the final pdf.
Any budget revisions for the FY11 funds must be processed in time to obligate the funds
before September 30, 2012. Please ensure all FY11 funds are obligated, so funds will not
need to be returned.
Announcements:
The Special Education Fall Leadership Conference will begin on Tuesday evening September 18, 2012.
Registration is from 5:00 to 6:00 p.m. and the conference will open with a dinner at 6:00 p.m.
To make your reservations for lodging at the Embassy Suites please call (304) 347-8700 or 1800-Embassy. When calling for reservations please give the three letter code SEL. You must
reserve your room no later than August 28, 2012, at midnight to receive the conference rate. You
will need to provide a credit card to hold the room.
On-line registration will be provided next week. You can bring a Director plus 2. The tentative
agenda on Wednesday will be two presentations by the attorney for Section 504 and Discipline.
The second day will cover co-teaching by Marilyn Friend.
OOS Enrollment Reminder: All students with disabilities placed in Out-of-State facilities by DHHR
(OOS) should be enrolled in WVEIS for the Second Month Report. OSP is compiling the list of OOS
SWDs from DHHR’s August FACTS report. The FACTS report provides the comprehensive list of
students to be entered in WVEIS at the school and district level for the OOS Second Month Report. OSP
will be communicating these data in writing to districts. Please contact Debbie Ashwell at 558.2696 or
dashwell@access.k12.wv.us with questions.
Districts are to use EO (alpha O) and TO (alpha O) when transferring and enrolling students with
disabilities in OOS placements. Students without disabilities may not be assigned either codes.
Next Month’s call:
September 27, 2012
 Accessible Instructional Materials Webinar – AIM
 Reminders regarding the second month report