Monitoring Revised
General

D R A F T / U n d e r   D e v e l o p m e n t

References

MOE is revising the monitoring system for SpEd, moving away from its legacy system to a more integrated and technology leveraged system.

Current (Legacy) System Revised System
Paper based Paper and digital based
Logbook maintained by one staff and updated each month Database updated live by various staff responsible for each step in the SpEd process
Paper Data Update Sheets used by CRTs to submit updates and make corrections Electronic forms used by various staff responsible for each step to submit updates and make corrections.
Manually created reports to administrators monthly Live dashboard for administrators and staff
Manually created reports to administrators for program reporting Digital reports based on live data used by administrators for program reporting

MOE has reorganized SpEd to increase focus on teachers and students. This has allowed the above revision to be made.

Current (Legacy) System Reorganization Result
CRTs spent a lot of time on gathering and complete the Data Update Sheet CRTs will concentrate more on helping principals, teachers, and students ensure SpEd services are carried out More data can be gathered. Data can be more accurate and can be electronically submitted closer to the action
One position (employee) was full time assigned to manually maintain a logbook That position is changed to service the schools More data can be gathered. Data can be more accurate and can be electronically submitted closer to the action
...

The table below illustrates the process. At each process step, the responsible person/team makes sure forms are completed and filed, and data entry is done in a timely manner.

Process Step Responsible Actions
Identification Teacher Identifies a student, submits documents to principal
Referral Principal, Child Study Team Assesses the student, completes paperwork, get's parents consent, submits referral.
Evaluation SpEd Teacher Coordinates the student's evaluation
Eligibility Eligibility Team Determines the student's eligibility
IEP IEP Team Creates the child's IEP
School Check CRT Conducts the initial check for compliance as each IEP is created
System Check Local Monitor Conducts sample testing of files to ensure compliance