Special Education Monitoring * Implementation of Programs

Jenifer Spear
Office of Special Education Programs
What we Monitor?
IDEA and N.J.A.C. 6A:14 requirements
 IDEA Grant
Consolidated Monitoring
Program Accountability Monitors
are part of Consolidated Team (Title 1, Perkins, etc.)
 conduct special education monitoring activities simultaneously
with other members of the Consolidated Team
 contribute their findings, corrective actions and
recommendations to the monitoring report in the current
consolidated report format
 review CAP and provide technical assistance
 conduct verification activities, track verification timelines and
report closeout to Consolidated team leader
The Monitoring Process:
Prior to the Site Visit
Each LEA is assigned a Team Leader from OSEP,
who will be the district’s point of contact before,
during and after the monitoring activities
The team leader will provide a detailed list of the
requested information from the director of special
IDEA Grant monitoring
The primary focus of the State’s Special Education
grant monitoring activities must be on:
 Ensuring
that LEAs request, control and report on the use
of IDEA funds in accordance with IDEA-B 2004, with a
particular emphasis on those requirements that are most
closely related to improving educational results for
children with disabilities 34 CFR §300.600.
RESOURCE : IDEA Purposes of Funding
Funds provided under IDEA-B may only be used for the excess cost of
providing special education and related services to students with
disabilities. Funds shall be used for the following:
 to provide a Free and Appropriate Public Education (FAPE) for
students with disabilities ages 3-21 (Basic) and ages 3, 4 and 5
(Preschool); and
 to initiate, expand or supplement special education and related
services including vocational education services for students with
disabilities currently receiving educational services.
IDEA Part B funds should be viewed as a supplement to local/state
education funding for students. As such, all IDEA Part B funds must be
used consistent with the current IDEA Part B statutory and regulatory
requirements and applicable requirements in the General Education
Provisions Act (GEPA) and the Education Department General
Administrative Regulations (EDGAR)
IDEA Grant Review
Verification of Usage of Funds
A sample of two years worth of Basic and Preschool IDEA
expenditure summaries is reviewed to ensure that:
correct funding source is utilized. Please refer to the Uniform Minimum
Chart of Accounts for New Jersey Public Schools
expenditures reflect the approved grant application
split funding for supplies and equipment is documented and substantiated
all equipment ( 2,000$ ) is tagged and in appropriate settings (public
and nonpublic). Please refer to the IDEA manual for equipment criteria.
funds are used for supplementing not supplanting
IDEA Grant Review
Verification of Usage of Funds (cont’d)
Contracts with other LEAs, Educational Services Commissions,
private consultants, and agencies are reviewed for
required components
board approval
board approved
split funding for personnel is documented and substantiated for fully and
partial funded staff (please refer to December 2012 broadcast memo)
time and activity is completed
IDEA Grant Review
Verification of Usage of Funds (cont’d)
Coordinated Early Intervening Services (CEIS)
15% set aside if there is significant disproportionality based on race or
ethnicity in an LEA with respect to
identification of children as children with disabilities
identification of children in specific disability categories,
placement of children with disabilities in particular educational settings, or
the taking of disciplinary actions,
Funding is to be used for programs/services that serve students that have not
been identified as needing special education or related services but who
need additional academic and/or behavioral support to succeed in a
general education environment.
Verify district tracking mechanism for CEIS
Nonpublic Proportionate Share
Ensure that Individual Service Plans are fully implemented
Consultation decision making and copies of letters of verification
ISP review and onsite reviews at nonpublic setting, where necessary
An Amendment Application must be submitted:
for changes between expenditure categories cumulatively transferred among
expenditure categories in excess of 10 percent of the total approved budget.
LEAs are responsible for monitoring the cumulative 10 percent level of fiscal
when budgeting expenditures in a category for which no funds were previously
budgeted or approved;
for changes in the scope of activities;
to budget any carryover/overpayment in the current grant cycle; and
all amendments must be consistent with the district's approved policies and
procedures and benefit students with disabilities.
The Monitoring Process: Post-Monitoring
Issue the Report: The OSEP monitors combine their findings with
those of the other grant programs and issue a single report.
Reports are normally issued 2-3 months after the visit.
Required Actions: When noncompliance is identified the LEA will
receive specific required actions to conduct.
Meet with OSEP Monitors: After the report is issued the team
leader will visit the district to review the monitoring report in detail,
provide technical assistance with areas of noncompliance and set-up
a schedule for verification visits.
IDEA Part B Manual
Contact Us:
Special Education Monitoring
 Kim
Murray, 609-292-7605
 [email protected]
IDEA Grant
 Pat Gray, 609-292-0147
 [email protected]
Contact Us:
Special Education Monitors
Northern Team:
Jenifer Spear ([email protected])
Tracey Pettiford-Bugg ([email protected])
Owen Buchanan ([email protected])
Central Team:
Nicole Buten ([email protected])
Lisa Ruffner ([email protected])
Southern Team:
Caryl Carthew ([email protected])
Tricia Fair ([email protected])
Ken Richards ([email protected])

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