Child
Find
Child
Count
Data
Report
IDEA
Budget
ALL ABOUT DOCUMENTATION
FROM THE SPECIAL SERVICES
DIRECTOR’S PERSPECTIVE:
Desk
Audit
TOPICS FOR DISCUSSION:
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Introduction
Yearly Special Education Director’s Responsibilities
Helpful Resources
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Child Count/Data Report
Audit Documentation (Financial Book)
Administrative Records Checklist
Additional Forms & Packets
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CCOSA/Andrea Kunkel
ODSS
TADSS
METRO
LRP Materials/Conferences
SEAS
Paraprofessional Responsibilities Packet
Time & Effort Documentation
Student File Checklist
Budget Index (sample)
Confidential File Organization
Teacher Check-Out Packet
Helpful Contacts & Emails
YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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August
Do FERPA/Confidentiality training with Special Education
Staff
Meet with all Special Education Teachers
Meet with all Paraprofessionals (Review and sign
Paraprofessionals responsibility form.)
CPR Training for Staff
CPI Training for Staff
Meet with Transportation Department regarding
handicapped accessible Routes
Coordinate Schedules with Contracted Employees (e.g. OT,
PT, VI Consultant etc.)
Request daily schedules from teachers/Paraprofessionals
YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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Verify individual teacher certifications with current
caseload.
504 Training with all Counselors or persons responsible
for writing 504's
Enroll and request confidential records on new students
Send confidential records per requests from other
schools
Meet with Nurse(s) to verify that all health concerns
have been distributed to teachers, bus drivers, CNP, etc.
Register new paraprofessionals for Para Training
through Tech Centers
YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
September
 TADSS - 9/20/12 from 1:30-3:30 at the Union ESC
(Tentative)
 Get ready for October 1 child count
 Develop and Attend Budget Workshop
 Medicaid Training
 Request all special education child count lists
(Reviewed & Verified by Teacher)
 Complete teacher caseload collection sheet
 Conduct meetings with private schools located
within district boundaries
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YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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October
ODSS (October 2-3, 2012)
Begin Child Count Data Collection
October 14 - State Aid and Federal Child Count due
Assist Building Principals with Accreditation Report
Begin verifying assessment accommodation report for
EOI Winter Testing
November
Child Find Notices (At least 2 types of documented child
find notices.)
TADSS - 10/15/12 from 1:30-3:30 at the Union ESC
(Tentative)
YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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December
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CPI Training
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January
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TADSS - 1/17/13 from 1:30-3:30 at the Union ESC
(Tentative)
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February
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ODSS (Feb. 7-8, 2013)
Complete Testing Accommodation Report for Spring Testing
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March
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Begin ESY Determinations
TADSS - 3/14/13 from 1:30-3:30 at the Union ESC
(Tentative)
YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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April
Schedule meetings to transition students to next
site
 TADSS - 4/18/13 from 1:30-3:30 at the Union ESC
(Tentative)
 May
 OAAP's Due in Pearson
 All State Testing Completed
 All High School Transition Meetings completed
(Exit, Tech, Voc. Rehab. Etc.)
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YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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May Cont.
Checkout Procedures (See Packet)
 CPI Training
 Prior to the First Monday in June - School Board
must notify teachers if not renewing contract.
 ESY-Schedule students and hire staff.
 Collect discipline reports from each building site
 Send out destruction of file letters (6 years from
graduation date)
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YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
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June
Within 15 days after the first Monday in June Teachers must notify the school board if not
returning.
 Hire Teachers / Paraprofessionals
 CCOSA/ODSS (June 6-7, 2013 at Embassy Suites
in Norman)
 Submit LEA Agreements
 Update Child Count
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YEARLY SPECIAL EDUCATION DIRECTOR’S RESPONSIBILITIES
July
 Hire Teachers / Paraprofessionals
 Complete Class Lists
 Review all Paraprofessionals assignments
throughout district
 Send letters out to each SPED teacher and
Paraprofessionals about beginning of the year
meetings, CPR, etc.
 Destroy inactive confidential files (6 years from
graduation date)
 Submit End of Year Data Report
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HELPFUL RESOURCES
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CCOSA & Andrea Kunkel
 Legal
Assistance Program
ODSS (Wyndham Garden Hotel)
 TADSS Meetings(Union Education Service
Center)
 METRO Meetings (Moore Public Schools)
 LRP Materials/Conferences
 SEAS
 State Department of Education
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See Packet
CHILD COUNT/DATA REPORT
DOCUMENTATION
(FINANCIAL AUDITS)
Travel Policy
 Inventory of Equipment
 Teacher Certification
 Expenditure Reports (Claims)
 Labeled Materials/Equipment
 Contracts for Related Services
 Contracts with Parents
 Evidence of Professional Development Activities
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ANNUAL DOCUMENTATION
Original Budget Application and copies of any
application revisions
 Allocation Notices
 Copies of purchase orders/invoices
 Notices of payments received
 Final Expenditure reports
 Inventories
 Time & Effort Logs
 Contracts (e.g. Related Service Providers and
Parents)
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ADMINISTRATIVE RECORDS CHECKLIST
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Child Identification, Location, and Evaluation
Confidentiality
Letter of Destruction, if agency destroys
records
Family Education Rights and Privacy Act
(FERPA)
Notice to Parents
Surrogate Parent Training
Independent Evaluation
ADMINISTRATIVE RECORDS CHECKLIST
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Interagency Agreements/Contracts
Teacher Certification
Class Size/Caseload
Paraprofessional Training Registry
Complaint Procedures
Participation in Assessments
Extended School Year (ESY) Services
Lindsey Nicole Henry Scholarship
IEP
Data Repot
IDEA Budget
Child Find
ESY
Child Count
SEAS
Desk Audits
Destruction of files
Time & Effort
Hopefully Helpful
ADDITIONAL FORMS AND PACKETS
See handout
PARAPROFESSIONALS ROLES AND
RESPONSIBILITIES
DESTRUCTION OF CONFIDENTIAL RECORDS
Destruction of Special Education Confidential Records
Confidential Files must be kept for five years from the projected graduation
date. The parent/guardian/student must be notified in writing at his/her
last known address of the decision that information is no longer needed.
Before a confidential file is destroyed, a letter must be sent to the
parent/guardian/student informing him/her of the district’s intention to
destroy the Confidential Educational Records. A copy of the letter will be
placed in the confidential file. If the parent has not claimed the records
within 60 days from the date that the letter was sent, the confidential file
will be destroyed. The copy of the letter that was placed in the file will be
removed and the date that the file was shredded will be written at the
bottom of the letter. If the parent does claim the confidential file, he/she
will need to sign the letter at the bottom of the page. The special services
director will keep a separate file for each year that the records are
destroyed.
Special Services Director
DESTRUCTION OF CONFIDENTIAL RECORDS
Dear Parent/Guardian and Student:
According to State and Federal guidelines, all confidential special education records may be
destroyed after a period of five (5) years upon the determination that the records are no longer
needed for educational purposes. Parents must be notified prior to the destruction of
confidential special education records and must have the opportunity to obtain the records
before destruction.
These confidential special education records include records of the child’s special education
testing, placement in special education classes, and IEP’s.
This letter is to notify you of the opportunity to obtain these confidential special education
records. If you do not respond to this notice within sixty (60) days of the date listed at the
bottom of this letter, the confidential records will be destroyed.
______________________________________________________________________________
Student’s Name
Date of Birth
If you would like to obtain any of these records, please contact the Collinsville Public Schools
Special Services Department at 918-371-4372 to make arrangements.
Special Services Director
Student File Checklist
SEE HANDOUT
YEAR END CHECK-OUT PACKETS
Special Education Checkout Procedures
Each special education teacher will be required to come to my office on the last week of school to checkout
before you leave for the summer. Please review the list and be prepared with all of the necessary paperwork.
If you have any questions please give me a call and I will be happy to answer them for you.
__________ File Cabinet Key
__________ SEAS Child Count Log (Signed and dated) all information MUST be correct.
__________ Internal Monitoring Forms (Students moving to a new building only)
__________ ALL Inactive Files
__________ Purchase Orders
__________ Current Inventory (Model #’s and Serial #’s listed)
__________ Data Report Documentation Form Complete
__________ Medicaid (SLP’s)
__________ ESY (Copies of Completed Forms)
__________ List of Students Evaluated or receiving RTI (SLP’s and School Psychologist only)
__________ IPAD (Must check in over the summer)
__________ Other: ____________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________
Thank You,
BUDGET INDEX
FY 13 Budget
 Allocation Notices / Carryover / ARRA Closeout
Report
 FY 12 Budget
 Instructions
 Salary Spreadsheet
 621 Expenditure Reports
 641 Expenditure Reports
 621 Contracted SLP Services (2150)
 621/099 Contracted Health Services OT (2130)
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BUDGET INDEX (CONTINUED)
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621/099 Contracted Health Services PT (2130)
621/099 Contracted Psychological Services (2140)
621 Psychological Materials and Supplies (2140-600)
621 Materials & Supplies (1000-600)
621 SLP Materials & Supplies (2152-600)
621 Pupil Transportation (2720-513)
621 Homebased Services
621 Substitutes for Professional Development
621 Professional Development & Travel Certified
Teachers (2212, 2213)
BUDGET INDEX (CONTINUED)
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621 Professional Development & Travel (SPED
Director & Paraprofessionals 2573)
641 Materials & Supplies (1000-600)
099 Contracted Services TSHA
099 Contracted Services VI consultant (Sharon Isbell)
099 Miscellaneous
ESY PO’s
Stipend PO’s
Payment Notices
Time & Effort Reporting
Epls-Sam Vendor Check
FY 12 Tracking Spread Sheet and Inventory
See Samples
CONFIDENTIAL FILE ORGANIZATION
HELPFUL CONTACTS AND EMAILS
Andrea R. Kunkel, Staff Attorney
Cooperative Council for Oklahoma School
Administration (CCOSA), Tulsa Office, (918) 8284006, kunkel@ccosa.org
 Dick Heatly, Moore Public Schools, Metro
Director’s Meetings,
dickheatly@mooreschools.com
 Julie Crutchfield, Collinsville Public Schools, TADSS
Meetings, jcrutchfield@colllinsville.k12.ok.us
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