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Section 6

ak dept education

special ed handbook
SECTION 6
ADMINISTRATIVE REVIEW INSTRUMENT

The Administrative Review Instrument (September 2007) is used to review the special education administration processes during the on site compliance monitoring visit. This instrument contains standards that are used to determine compliance with specific federal and state requirements. Districts may use this instrument as a self-monitoring tool.

Administrative StandardStandard CodeAdministrative Standard DescriptionFederal / State Citation
Child Find1.01The district has a written administrative guideline for documenting and attempting interventions for a reasonable length of time before referral.34 CFR 300.309 (b&c)
Child Find1.02Completed screenings are available for children who were determined eligible and ineligible and they document screening process for: vision, hearing, health, motor, language and social development, general basic skills and general development, primary language and culture and daily living skills through home and community and the file contains documentation of the conducted screenings.4AAC 52.100 (a) (2)
Child Find1.03The Child Find plan identifies the Child Find Coordinator and is for children ages 3-21.4 AAC 52.100 (a)(1)(F)
Child Find1.04Documentation verifies that contact is made to private schools, charter schools, and correspondence schools to identify children with disabilities who need services.34 CFR 300.131; 20 USC 1412(a)(3)
Child Find1.05Documentation verifies child find public notices have been included in TV spots, newspaper announcements (include dates) and/or other forms of media.4 AAC 52.100(b); 34 CFR 300.111(a)
Child Find1.06Documentation verifies child find activities are coordinated with Part C child find activities.34 CFR 300.124; 20 USC 1412(a)(9)
Child Find1.07Each teacher/provider involved the in student’s services has been informed of his/her responsibilities, specific accommodations, modifications and supports provided to the student and has access to the student’s IEP.34 CFR 300.323(d)
Child Find1.08The child find annual public notice includes the types of disabilities that qualify as disabling conditions, educational needs of children with disabilities, right to FAPE and special services available through the district.4AAC 52.100(a); 34 CFR 300.111(a)
Child Find1.09The child find annual public notice is available in each language in which the district has an ELL program and is posted in several areas throughout the community.4AAC 52.100(b); 34 CFR 300.111(a)
Child Find1.10Procedures for screening include: vision, hearing, health, motor, language and social development, general basic skills and general development and primary language and culture.4AAC 52.100(a)(2)
Child Find1.11Screening results demonstrating above procedures were conducted, and are available for students who were determined eligible and students who were determined ineligible (random selection of screenings).34 CFR 300.111(a); 4AAC 52.100(a)(2)
Child Find1.12Documentation that staff have been trained in child find referral procedures outlined in child find plan.34 CFR 300.111; 4AAC 52.100
Surrogate Parent2.01The district has a surrogate parent plan or adopted the Alaska Special Education Handbook Surrogate Parent Plan by putting it on their letterhead.34 CFR 300.519 (b); 4AAC 52.590(a)
Surrogate Parent2.02District maintains a current list of trained surrogate parents who meet the criteria to be surrogate parents.34 CFR 300.519 (d); 4 AAC 52.590; 4AAC 52.600
Surrogate Parent2.03Each surrogate parent has received training and the district maintains a record of training each surrogate parent has received.34 CFR 300.519 (d)(2)(iii); 4AAC 52.590 (c); 4AAC 52.600
Surrogate Parent2.04Student files demonstrate surrogate parent represents the child in all matters related to identification, evaluation, educational placement, and provision of FAPE.34 CFR 300.519 (g); 4AAC 52.600 ©
Surrogate Parent2.05If surrogate parent is removed, documentation shows reason(s) for removal (based on surrogate parent plan) and documents proper procedures were followed.4AAC 52.610; 34 CFR 300.519 (b)
Placement3.01Records indicate that the district has a continuum of possible (rather than only those available) placements available and used in recommending placement.34 CFR 300.115; 4 AAC 52.150; 20 USC 1412(a)(5)
Placement3.02The district has a continuum of alternative placements available to students with disabilities at each school site/or a plan to provide alternative placement if necessary.34 CFR 300.115; 20 USC 1412 (a)(5)
Placement3.03Evidence that district provides services to eligible preschoolers.34 CFR 300.111(b); 4AAC 52.090(a); 20 USC 1412 (a)(1)(B)(i)
Placement3.04Evidence of students participating in academic and extracurricular activities with their same age peers.34 CFR 300.114; 34 CFR 300.116; 34 CFR 300.117; 4AAC 52.140; 20 USC 1414(d)(1); 20 USC 1412(a)
Placement3.05District has an effective model for ensuring special education services are provided to students in private schools, correspondence schools, and charter schools.34 CFR 300.118; 20 USC 1412(a)(10)
Placement3.06Documentation is present that shows services are being provided to students in private schools, correspondence schools, and charter schools.34 CFR 300.118; 4AAC 52.140; 20 USC 1412 (a)(10)
Placement3.07Documentation shows ESY services are provided beyond the regular school year at no cost to parents.34 CFR 300.106(b)(1); 20 USC 1412(a)(1)
Placement3.08The district has Inidualized Cooperative agreements between the district and statewide correspondence study programs for each student in special education.4AAC 52.090(b)
Miscellaneous4.01The district has adopted a  written criteria for determining students to meet eligibility as Learning Disabled consistent with state and federal regulations.34 CFR 300.7; 34 CFR 300.309 to 300.311
Miscellaneous4.02Records document that the district has and supplies parents with a list of places independent evaluations may be obtained and a list of the criteria the district uses when providing an evaluation.34 CFR 300.502 (a) (2); 4AAC 52.540(b)
Miscellaneous4.03Documentation shows that the district periodically inspects hearing aids worn by students who are deaf or hearing impaired to ensure proper functioning.34 CFR 300.113
Interagency Agreements5.01There are district level interagency agreements in place with Juvenile corrections facilities and adult corrections facilities.34 CFR 300.2 (b)(1)(iv); 34 CFR 300.118
Interagency Agreements5.02There is a district level interagency agreement in place with correspondence schools.34 CFR 300.2 (b) (ii); 4 AAC 33.432; 4AAC 52.090(b)
Interagency Agreements5.03There are district level interagency agreements in place with community mental health providers.34 CFR 300.2 (b) (1) (iii)
Interagency Agreements5.04There are district level interagency agreements in place with private schools.34 CFR 300.2(c)
Interagency Agreements5.05There are district level interagency agreements in place with the local infant learning program.34 CFR 300.2 (b) (1)(iii)
Interagency Agreements5.06There are district level interagency agreements in place with the local Head Start program, if appropriate.34 CFR 300.2 (b)(1)(iii)
Interagency Agreements5.07There are district level interagency agreements in place with community agencies involved in providing transition services for secondary transition, including vocational rehabilitation.34 CFR 300.2 (b) (1) (iii); 4AAC 52.145
Procedural Safeguards6.01Parents receive procedural safeguards that include their rights for mediation, due process and complaints.20 USC 1415(d)(2); 34 CFR 300.504(c); 4AAC 52.480
Procedural Safeguards6.02Prior Written notice is made available in all languages for which the district has an ELL program.20 USC 1415 (b)(4); 34 CFR 300.503(c); 4AAC 52.190
Procedural Safeguards6.03If native language is not a written language a taped version of Prior Written Notice is available as are other alternative methods of communication (eg. Braille, interpreter).34 CFR 300.503(c); 4AAC 52.190; 20 USC 1415(b)(4)
34 CFR 300.504 (b) (9)
Procedural Safeguards6.04Records show that the district provided written notice to parents initiating a due process hearing, offering mediation and the notice included a copy of the Notice of Procedural Safeguards.20 USC 1415 (d)(1)(ii); 34 CFR 300.504 (a)(2); 4AAC 52.480
Procedural Safeguards6.05Records show that the district notified the department when a parent requested a due process hearing.34 CFR 300.508(a)(2); 4AAC 52.500; 20 USC 1415 (b)(7)(A)
Procedural Safeguards6.06Records indicate that the district complied with corrective actions assigned in due process hearings and complaint investigations.34 CFR 300.152(b)(2); 4AAC 52.500(c)(8)
Procedural Safeguards6.07Records document that district informs parents of their rights to have copies of hearing transcripts, keeps transcripts on file and shares them with parents when requested.34 CFR 300.512(c)(3); 20 USC 1415(h)
Procedural Safeguards6.08Student records show student remained in educational placement that preceded proceedings unless parties agreed otherwise.34 CFR 30.518; 4AAC 52.580(a); 20 USC 1415(j)
Procedural Safeguards6.09If proceedings concern admission to school the child was admitted to school pending outcome of the hearing (with parent consent).34 CFR 30.518 (b); 4AAC 52.580(b); 20 USC 1415(j)
Procedural Safeguards6.10Records document that district convened a resolution meeting with the parents and the IEP team within 15 days of receiving notice of the parent's due process complaint34 CFR 300.510(a); 20 USC 1415 (f)(1)(B)
Confidentiality7.01Records indicate that district complied with parental requests to review records.34 CFR 300.613; 4AAC 52.510
Confidentiality7.02Documentation is available to show that one district employee has received training on district’s responsibility regarding confidentiality of information and is designated to oversee confidential records.34 CFR 300.623(b); 4AAC 52.765(a)(1)
Confidentiality7.03The record of training documents personnel collecting or using personally identifiable information have been trained or instructed regarding the state’s policies and procedures regarding confidentiality.34 CFR 300.623 (c); 4AAC 52.765(a)(2)
Confidentiality7.04Record of training includes: dates of training, who conducted training, subjects covered and participants attending.4 AAC 52.765
Confidentiality7.05The district maintains a current list of employee names and positions within the district that may have access to personally identifiable information (records) and the list is posted on or near the confidential special education files.34 CFR 300.623 (d); 4AAC 52.765(c)
Confidentiality7.06Records show that the district when requested provides parents with a list of the types and locations of education records collected, maintained or used by the district.34 CFR 300.616
Confidentiality7.07Records indicate that parents have been informed when personally identifiable information collected, maintained or used is no longer needed to provide educational services to the child.34 CFR 300.624; 4AAC 52.765(b)
Confidentiality7.08District has a written procedure for destroying personally identifiable information at the parents’ request when it is no longer needed to provide educational services. Procedure includes educating parents regarding potential needs for this information.34 CFR 300.624(b); 4AAC 52.765(b)
Confidentiality7.09Documentation shows parent requests for student records to be amended, documentation of amendment of record or refusal to amend and appropriate process followed.34 CFR 300.618; 4AAC 52.520
Personnel8.01Records document that special education teachers have a Type A certificate with an endorsement in special education.4AAC 12.305; 4AAC 12.330; 4AAC 12.340
Personnel8.02Records document that related service providers have the appropriate license or certification.
-OT/PT may have a license or Type C certificate
-All others must have a Type A or C certificate
4AAC 12.365
Personnel8.03Certification for administrators of Special Education. Each person employed solely to administer a Special Education program must possess (1) both a Type B certificate and Type A certificate endorsed in Special Education or for a related services specialty or (2) a Type B certificate endorsed in Special Education or for a related services specialty.4AAC 12.345; 4AAC 12.350
Personnel8.04Interpreters for the deaf are certified by the National Registry for the Deaf or documentation verifies interpreters rate intermediate on SCIPI within ONE year of employment; Intermediate plus within TWO years; Advanced plus within 3 years.4AAC 52.255
Personnel8.05Records document a description of training provided to meet the district’s personnel needs; sign in sheets of persons attending training, name of person providing training and dates of training.4AAC 52.260
Personnel8.06Documentation (includes dates, times of training, name and title of person providing training and topics covered) verifies paraeducators have received 6 hours of training on child’s disability, content of IEP, instructional and safety procedures and maintaining confidentiality annually.4AAC 52.250 (b)
Personnel8.07The district has a personnel development plan in place that: 1. Identifies district training needs; 2. Documents ongoing training.4AAC 52.260
Personnel8.08Documentation verifies that preschool teachers have a Regular Type A certificate with endorsement in special education or have a Type A certificate with an endorsement

in Special Education and completed 6 semester hours in early childhood special education.
4AAC 12.330
Discipline9.01The special education and disciplinary records of the student are transmitted for consideration by the persons making the final determination regarding disciplinary action for procedures applicable to all students.4AAC 52.530
Discipline9.02Documentation shows that school records containing information concerning violent or disruptive behavior or disciplinary action, are transferred to the student’s new school.4 AAC 52.530 (c)
Discipline9.03Documentation shows crimes are reported to law enforcement.34 CFR 300.535; 4AAC 52.530(e)
Discipline9.04Special Education and disciplinary records are provided to appropriate agencies to the extent permitted by FERPA.34 CFR 300.622; 4 AAC 52.530

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