KILLEEN INDEPENDENT SCHOOL DISTRICTLocal Government

Corrective Action Plan ? 2019-001: Significant Deficiency Related to Documentation Compliance The following actions to address deficiencies in documentation compliance were implemented prior to the outcome of this audit and in response to our own internal quality controls. ? A new campus position, Facilitator for Special Programs, was allocated to each campus to ensure that local, state, and federal requirements and timelines are met with respect to functions of special programs. The Facilitator?s primary focus is to execute special education procedures and requirements, to include the uploading of required documents. ? The Special Education Coordinators implement a monthly folder audit and report compliance deficiencies to campuses. A documentation spreadsheet is used to track compliance campus by campus. In response to the findings of this audit, the current monthly internal audit process will be expanded (see corrective actions below). ? Special Program Campus Facilitators received 3 days of training prior to this school year and are supported in an ongoing manner through required monthly Facilitator meetings and after-school training. To address campus errors in documentation compliance, the following corrective actions will be implemented: 1. The documentation spreadsheet currently used to track document submission has been reviewed and added to, as needed. 2. Operational Guidelines were reviewed and modified to ensure that documentation requirements are clearly and completely articulated. 3. The time for Special Programs Campus Facilitators to devote to ensuring that local, state, and federal requirements and timelines are met with respect to functions of special programs will be protected. 4. Compliance with document submission requirements will be monitored on a weekly basis. As a campus uploads or submits documents, the documentation spreadsheet will be updated to reflect the submissions. Each week, every campus will receive a copy of their spreadsheet with missing documentation notated. The campus then has five days to upload and submit the missing documentation or schedule an ARD to address the missing documentation. A copy of this weekly spreadsheet will be sent to the principal, the Campus Special Programs Facilitator, the campus?s Executive Director for School Leadership, the Assistant Superintendent for School Leadership, the Assistant Superintendent for Curriculum and Instruction, and the Executive Director for Special Education. ? The first time that a campus does not correct the deficiency within the 5 days, the principal will provide a written response to the parties identified above as to why the deadline was not met and the internal corrective action that the campus will put in place to ensure future compliance. ? The second time that a campus has deficiencies that are not corrected within the 5 days, the principal and facilitator will be counseled and provided additional training in the deficient area by the district coordinator. The appropriate Executive Director will be notified, in addition to the Executive Director for Special Education and the Assistant Superintendents. Those required to attend the training/counseling session include, but are not limited to, the building principal and the campus facilitator. Those responsible will also receive a ?below expectation? rating on the identifiers linked to this noncompliance on the staff member?s annual evaluation. ? The third incident of noncompliance will result in a face-to-face corrective action meeting with the following in attendance: campus principal, campus facilitator, the appropriate Executive Director, the Executive Director or Director for Special Education, the appropriate Special Education Coordinator, the Assistant Superintendents and/or the Deputy Superintendent. Those responsible will receive an ?unsatisfactory? rating on the identifiers linked to this noncompliance on the staff member?s annual evaluation. ? The corrective actions will be communicated to all campus principals and facilitators through a required meeting. To address district errors in documentation compliance, the following correction actions will be implemented: 1. The documentation spreadsheet currently used to track document submission has been reviewed and added to, as needed. 2. Operational Guidelines were reviewed and modified to ensure that documentation requirements are clearly and completely articulated. 3. Compliance with document submission requirements will be monitored on a weekly basis. As district evaluation staff upload or submit documents, the documentation spreadsheet will be updated to reflect the submissions. Each week, every district evaluation staff member will receive a copy of their spreadsheet with missing documentation notated. The evaluation staff member then has five days to upload and submit the missing documentation or schedule an ARD to address the missing documentation. A copy of this weekly spreadsheet will be sent to the Executive Director for Special Education, the Director for Special Education, and the District Coordinator for Special Education. ? The first time that a district evaluation staff member does not correct the deficiency within the 5 days, the evaluating staff member will provide a written response to the parties identified above as to why the deadline was not met and the internal corrective action that the staff member will put in place to ensure future compliance. ? The second time that an evaluation staff member has deficiencies that are not corrected within the 5 days, the evaluating staff member will be counseled and provided additional training in the deficient area by the district coordinator. The Executive Director for Special Education, the Director for Special Education, and the Assistant Superintendents will be notified. The Executive Director for Special Education and Assistant Superintendent for Curriculum and Instruction will be notified. Those responsible will also receive a ?below expectation? rating on the identifiers linked to this noncompliance on the staff member?s annual evaluation. ? The third incident of noncompliance will result in a face-to-face corrective action meeting with the following in attendance: The Executive Director or Director for Special Education, the appropriate Special Education Coordinator, the Assistant Superintendent for Curriculum and Instruction and/or the Deputy Superintendent. Those responsible will receive an ?unsatisfactory? rating on the identifiers linked to this noncompliance on the staff member?s annual evaluation. ? The corrective actions will be communicated to the district evaluation staff through a required meeting. Estimated Completion Date: This process will be ongoing. The Corrective Action will begin February 1st in order to communicate to campuses administration/district personnel the corrective action plans and to provide an opportunity to correct and update all existing files. Management Contact: Janice Peronto, Executive Director for Special Education Status: In process