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Special Education Monitoring

Integrated Monitoring for Special Education

Effective monitoring strategies are integrated across programs and across components of the General Supervision Framework. Multiple data sources and monitoring mechanisms must be used to monitor each LEA for both compliance and results. Monitoring mechanisms include on-site and off-site monitoring activities and examine district and school programs and staff performance, as well as the individualized educational programs (IEPs) for individual students. Monitoring is focused on priority areas selected based on state performance in addition to the areas required for reporting in the state performance plan and annual performance report (SPP/APR).

Universal Accountability and Support

Universal accountability and support activities are conducted on an annual basis and/or are regularly available for all LEAs regardless of their annual LEA Determination or level of risk. Universal accountability activities include:

  • Annual LEA Risk Assessment
  • Annual LEA Determinations
  • Annual IDEA Project Application
  • Fiscal Accountability Audits
  • SPP/APR Data Collection and Public Reporting
  • Dispute Resolution

Universal support activities include:

  • ODE Website and Guidance
  • Monthly Director’s Calls
  • OESO Listserv
  • Technical Assistance Webinars
  • Annual Regional Data Trainings
  • Assigned District Support Specialist for each LEA

Cyclical Accountability and Support

To provide accountability for its LEAs and ensure implementation of IDEA, OESO conducts cyclical monitoring on a three-year cycle. Cyclical monitoring ensures that OESO monitors each LEA to examine LEA compliance with federal and state special education requirements related to its selected priority areas at least once every three years and allows for collection of monitoring data needed for SPP/APR reporting from each district. Cyclical monitoring can be done through a self-assessment that is verified or through on-site monitoring activities facilitated or directed by OESO. Cyclical accountability is completed through cyclical monitoring.

Cyclical support activities include:

  • Preparation for and Facilitation of Monitoring Activities
  • Individualized Technical Assistance to Develop Correction and Improvement Plans
  • New Director Guidance, Monthly Calls and Coaching
  • Discretionary Grant Programs

Focused Accountability and Support

Focused accountability and support activities are more individualized than cyclical activities and take place outside of the three-year monitoring cycle and in addition to any universal activities. Focused support activities match the increased intensity of focused monitoring activities.

Focused support activities include:

  • Preparation for and Facilitation of Monitoring Activities
  • Individualized Technical Assistance to Develop Correction and Improvement Plans
  • Contracts with Vendors for Specialized Technical Assistance
  • IDEA Deep Dives and Root Cause Analysis, including Addressing Significant Disproportionality
  • Responding to LEA TA Requests

2022-23 Focused Monitoring for Emerging Priorities and Emergency Issues

Within its responsibility for general supervision, annually, OESO determines emerging or emergency areas within the state that present the potential for noncompliance with the IDEA. OESO has established abbreviated school day programs (ORS 343.161) as this focal area for the 2022-23 school year.

Concurrent with this identification, OESO has identified several monitoring and support mechanisms for use with school districts and education service districts (ESDs) related to this focal area: (a) guidance development and publication; (b) training, technical assistance, and professional development; and (c) additional monitoring related to abbreviated school day programs.

Guidance related to this area is available on ODE’s Abbreviated School Day Program Placements site.

Focused Monitoring for Abbreviated School Day Program Placements

Process 1: A validated self-assessment will need to be completed for any student in the district’s jurisdiction, whether or not their placement is within the district, when:

  • their IEP team has placed them on an abbreviated school day program, or
  • their educational program as implemented, whether or not intended by their IEP team, results in the student receiving instruction or educational services for fewer hours than other students who are in the same grade within the same school.

More information about this monitoring process is available.

Process 2: At the end of each month, starting in October, school districts will need to submit a list of any student within the district’s jurisdiction, whether or not their placement is within the district, when the student has been receiving an abbreviated school day program for 30 or more school days. This process will be replaced with a new data collection, anticipated for the 2023-24 school year.

More information about this data collection monitoring process is available.

Identification and Correction of Noncompliance

OESO conducts monitoring activities at each level of the General Supervision Framework that together form a comprehensive examination of LEA compliance with IDEA. OESO identifies noncompliance through accountability activities at all levels: universal (e.g., dispute resolution, IDEA application), cyclical (e.g., self-assessment, onsite reviews), and focused (e.g., on-site and virtual monitoring).

When OESO identifies LEA noncompliance with IDEA through any activity, it makes a written finding of noncompliance notifying the LEA of the noncompliance, describing the noncompliance, and requiring the LEA to, as soon as possible, but no later than one year from identification:

  • Correct any instances of noncompliance for individual students and provide documentation to OESO;
  • Correct any noncompliant policies, procedures or practices; and
  • Demonstrate, through data collected subsequent to the initial identification of noncompliance, that the LEA is implementing the regulations correctly for a period of time to be set by OESO.

OESO sets specific parameters for correction and follows up until the LEA is implementing the regulations correctly.

Additional Monitoring Resources