PREPARATION FOR AN ONSITE MONITORING VISIT.

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1 PREPARATION FOR AN ONSITE MONITORING VISIT In an effort to assist you in preparing for the school s upcoming onsite monitoring visit, please review COMAR 13A.09.10, Nonpublic Schools and Child Care & Treatment Facilities and COMAR 13A.08.04, Student Behavior Interventions. These regulations and all of the monitoring forms for the onsite monitoring visit are available on the Nonpublic School Approval Branch (NSAB) website: The following provides a self-monitoring form that lists the information to be compiled and completed for the school s onsite monitoring visit. These areas correspond with the Onsite Monitoring Notice. The first section of the self-monitoring form lists the information and documentation that is to be available at the school on the day of the site visit, and the second section lists the information and documentation that should be sent to NSAB prior to the site visit. Please remember this is a guide only. It is for internal school use only and is not the tool used by MSDE to monitor the educational program. Schools should always use COMAR 13A regulations in preparation for all site visits. To begin this process review the school s Certificate of Approval or Letter of Tentative Approval. These documents list 4 important areas that guide the monitoring process: the complete name of the school s Legal Authority, the complete name of the School, the grades and/or ages and disabilities served, and the school s location address. As you review the school s Program Description make sure all the information in that document matches what is listed on the school s Certificate of Approval/Letter of Tentative Approval. Available Materials available at site visit COMAR 13A A.(1) Criminal History Records Check Documentation In Nonpublic Schools Form (Check with HR that all this information is available): The monitor will review employees/employers beginning with the day after the school s last site visit to the present. List all employees/employers who have access to students in alphabetical order List employee/employer position List employee/employer date of hire List date of application to CJIS List date for federal and state results Verify Y or N that each employee is compliant with Education Article Remember you cannot answer this question if you do not have both the state and federal results. Provide documentation of application to CJIS on or before first day of employment for employees (#1, #2, or #3) Form is signed and dated by Chief Officer of the Legal Authority Location of Documents:_ Contact Person: 1

2 COMAR 13A A. & B. Health, Fire Safety, And Zoning: MSDE forms sent to appropriate agencies, as applicable Copies of these forms are included in packet, as applicable Follow-up with agencies prior to visit to ensure forms have been submitted Copy of current license from either SSA, DHMH, or DJS, substitutes for health, fire safety, or health forms, if applicable Location of Documents: Contact Person: COMAR 13A A.(3), (4)(a-h) and (5)(a-e) Student Records Previous student records, or 2 documented attempts to obtain records within 5 days of placement Standard form for each student that contains: School s name School s location address School s telephone number Student s first, middle and last names Month, day, and year of birth Student s home address Month, day, and year student initially entered Month, day, and year student withdrew. Standard format or organization for student record to include: Student s specific days of attendance Grade placement Performance in each curricular area based on IEP or grades, or both Code for the meaning of performance information Student s PEP and IEP with all assessments, if applicable Location of Documents: Contact Person: COMAR 13A B.(1), (2)(a-n) Personal Education Plan, if applicable: Student s first, middle, and last names Student s gender Month, day, and year of birth Projected beginning mm/dd/yy, and ending month and year for implementation Grade level of student performance in math and reading Standardized test/diagnostic test used to determine grade level and mm/dd/yy of administration Educational program(s) in which student enrolled (See.09A) Schedule of student classes and teachers Specific secondary school credits earned, if applicable Summary of MD test requirements Transition plan to prepare student for further education/training/etc. Month, day, and year or PEP development Signature of individual who prepared the PEP 2

3 IEP of student, if applicable Location of Documents:_ Contact Person: COMAR 13A C. (Type I Special Education Schools only) Student Behavior Interventions And Professional Development Monitoring Form: List of designated personnel authorized to serve as school-wide resource Agendas for each training with dates and signatures of participants Testing dates and results for each practice and for each participant listed Physical examination results for each practice Be sure to have appropriate documentation available for each employee listed Form is signed and dated by Chief Officer of Legal Authority Location of Documents: Contact Person: COMAR 13A B.(1)(d) Privacy Rights: Information in student record that includes: Student s first, middle, and last names Name of the reviewer Month, day, and year of review Purpose for review Location of Documents:_ Contact Person: COMAR 13A (A)(1-5) Inventory Of Instructional Materials And Equipment: Corresponds to courses being taught Demonstrates sufficient variety and quantity of materials to implement the curriculum (includes print, manipulatives, audiovisual, electronic materials, equipment) Location of Documents:_ Contact Person: COMAR 13A (B)(1-7) Library Media Collection: Corresponds to courses being taught Has unduplicated count of all materials Demonstrates sufficient variety and quantity of materials that support and supplement the curriculum (includes print and nonprint such as manipulatives, audiovisual, electronic materials, equipment) Location of Documents:_ Contact Person: COMAR 13A A. or COMAR 13A D. Curriculum Guides: Hard copies or available to view on-line Corresponds to courses being taught Includes Maryland State Curriculum, general education curriculum of the local school system, or both, as applicable Location of Documents:_ 3

4 Contact Person: COMAR 13A C.(1-8) Teachers and Related Services Providers (New form) Updated Division of Certification and Accreditation Staff Roster form to include: Administrative Head and copy of their bachelor s degree Education Director and a copy of their valid teaching certificate Teachers and a copy of their valid teaching certificate Related services providers and a copy of their DHMH license and/or valid certificate, if applicable Location of Documents:_ Contact Person: The following information should be compiled, completed, and sent with all documentation necessary for review prior to the onsite monitoring visit: Completed MATERIALS TO BE SUBMITTED TO NSAB PRIOR TO ONSITE VISIT COMAR 13A Public Relations: Public relations materials which are accurate (Assure that names, addresses, and identifying information are accurate). Location of Documents:_ Contact Person: COMAR 13A B.(1)(a-h) Written Description Of Education Program: Name of legal authority School s name, location address, and telephone number Table of Organization with name of legal authority that is consistent with program description Student enrollment capacity and characteristics including age, gender, and primary disability(ies), if applicable Educational programs provided Staff positions including related services staff and residential staff, if applicable Description of physical facilities Distributed annually to parents and placing agency Location of Document: Contact Person: COMAR 13A D.(1-2) Admissions Criteria: Age Gender Disability or disabilities, if applicable Academic performance levels Behavior characteristics appropriate for admission Behavior or other characteristics that preclude admission Grade(s) Distributed annually to placing agency Location of Document:_ Contact Person: 4

5 COMAR 13A D.(3) (Type I General Education Schools only) Policies and procedures for the admission of students with an IEP in a General Education Program Completed list documenting student admission and contact of LSS if student has an IEP Location of Document: Contact Person: COMAR 13A A/COMAR 13A G. Roster Of All Students to include: Date of birth Date of enrollment Grade Diploma or certificate program MSA or Alt-MSA Local School System Full day/partial day/residential student Related services Documentation of each related service to include: student s first, middle and last names; month, day and year of each related services session; length of time of each related services session; IEP goal or objective being implemented during each session; and notes regarding progress; and signature and title of the related services provider. Location of Document: Contact Person: COMAR 13A A.(1-5) Schedule of School Day: Beginning and ending of the day with important periods General education programs provide at least 4 hours of instruction per day, Monday through Friday For special education, sufficient hours to implement each student s IEP Distributed annually to representatives of placing agencies and parents Location of Document: Contact Person: COMAR 13A B.(1-4) Calendar For The School Year: Name, address, and telephone number of the school Month, day, and year of opening and closing of school Total number of days of instruction Total number of hours school is open for student attendance 1,080 hours in the school year for elementary and non-graded programs 1,170 hours in the school year for secondary schools Holidays, vacations and other pertinent events or activities 5

6 Provides at least 180 days of instruction Distributed annually to representatives of placing agencies and parents Location of Document: Contact Person: COMAR 13A A. B.(1-3) (Type I General Education Schools only) Behavior Management Policies & Procedures: Has comprehensive document regarding school s behavior management policies and procedures Location of Document:_ Contact Person: COMAR 13A C/COMAR 13A (Type I Special Education Schools Only) Behavior Management: Completed NSAB Monitoring form for COMAR 13A Copy of schools behavior management policies and procedures consistent with information provided on NSAB form Location of Document: Contact Person: COMAR 13A A. or COMAR 13A D. Curriculum Guides List of all courses school implements at each grade level: Identify if the course is Maryland State Curriculum, local school system, or combination of both, as applicable Have hard copies or online availability for review at site visit Location of Document: Contact Person: COMAR 13A C.(7) Weekly Schedule For Each Teacher to include: Courses taught Time of classes taught Identification of teacher planning time Location of Document: Contact Person: COMAR 13A D. Roster Of Teaching Aides to include: Name Assignment 1:1 staff identified Location of Document: Contact Person: Completed Policies and Procedure Certification form signed by the Chief Officer of the Legal Authority and the Education Director (Found on NSAB website) Location of Document: Contact Person: Rev. 8/16/12ka 6