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Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID CL1 CL2

Question All appropriate testing accommodations were implemented for students with an Individualized Education Program (IEP). All appropriate testing accommodations were implemented for students with a 504 plan.

Area

Program Office and/or Data Source

Additional Information

Assessment Assessment

CL3

All appropriate testing accommodations were Assessment implemented for English Language Learners (ELLs).

CL4

No funds are scheduled in the “Additional Spending Authority (ASA) return from reassignment” allocation Budget category as of the end of the fiscal year.

CL5

No “people without jobs” or “add discrepancies” in active status appear on Galaxy’s Table of Organization Budget (TO).

CL6

Reimbursable funds and reimbursable budgeted bulk jobs and Other Than Personnel Services (OTPS) items Budget are scheduled as of the end of the fiscal year.

Office of Accountability

Division of Budget Operations and Review (DBOR) Galaxy System

No B-segments are scheduled in the “ASA for hold harmless” allocation category as of the end of the fiscalBudget year. No allocation categories on Galaxy’s TO are overCL8 scheduled by more than $100 as of the end of the fiscal Budget year. Copies of all PA/PTA bylaws are maintained in the PA/PTA CL12 principal's office. The Principal was notified of the date and time of the Spring election prior to May 1, 2008. elections were PA/PTA CL13 held and the calendar of meetings was distributed to parents in a timely manner.

For assistance contact the Office of Accountability, accountability@schools.nyc.gov http://schools.nyc.gov/Accountability/default.htm

For assistance contact your ISC Officer . CL6: For assistance with all reimbursable funding related questions, contact your Senior Grants Officer at the ISC.

CL7

For Title I schools, the School Leadership Team CL14 disclosed and disseminated the Parent Involvement Policy and the School Parent Compact to parents.

SLT

Office of Family Engagement & Advocacy (OFEA)

Submit all PA/PTA/SLT documentation to your District Family Advocate (DFA) and confirm receipt of documentation (e.g. signed receipt, fax confirmation or an email confirmation that your documents were sent/received). To identify your DFA, go to http://schools.nyc.gov/Offices/OFEA/default.htm. In the event that your school does not have a PA/PTA, please contact OFEA.

The Parent Involvement Policy and the School Parent Compact were reviewed in consultation with Title 1 SLT CL15 parents prior to the completion of the school's Comprehensive Education Plan.

CL=Checklist DR=Desk Review

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Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID

Question

Area

The school allocated the required educational time for Fitness and Phys Ed students in physical education. The school allocated the required educational time for Health Education CL21 students in health education. The school delivered the required HIV/AIDS instruction for each grade and reported the information Health Education CL22 on the Office of Fitness and Health education's online Principal survey.

Program Office and/or Data Source

Additional Information

CL19

All signs of child abuse and neglect were reported to the New York State Central Register (SCR), the LDSS CL23 2221-A form was completed within forty-eight (48) Child Abuse hours and an Online Occurrence Reporting System (OORS) Child Abuse report was filed.

Office of Fitness & Health For assistance contact the Office of Fitness & Health, Lori Benson at LBenson@schools.nyc.gov. Online HIV/AIDS instruction survey is http://schools.nyc.gov/Academics/FitnessandHealth/default.htm scheduled to be released in early June 2008.

Review the Occurrence Summary report in OORS to determine if there are any Online Occurrence Reporting System occurrences over forty-eight hours. Provide an explanation on the Spring Compliance (OORS) Checklist if there are any occurrences reported after 48 hours from notification into OORS.

School Attendance

ATS Report RNOC

Review report RNOC and ensure that official attendance is taken daily for each student and that attendance sheets are scanned into ATS daily.

The school completed and/or resolved any attendance investigation for students in Pre-K through grade 8 School Attendance CL28 within ten (10) days of the issuance of Form 407 (Attendance Follow-Up and Outreach Referral).

ATS Report R4RR

Provide an explanation on the Spring Compliance Checklist if there are open 407s due to ACS investigations or scatter site population (STH).

The school entered immunization data for each student Health CL33 into ATS by June 30, 2008.

ATS Reports RHIL = Immunization Status List; RHIS = NYS Immunization Survey; RHTF = Immunization & TB Forms.

CL27

CL34

Official attendance was taken daily and scanned into Automate the Schools (ATS).

Appropriate tuberculosis screening documentation was Health submitted for students entering secondary school.

CL=Checklist DR=Desk Review

Review R-HIL report to determine if there are any students that require immunizations. For assistance contact your ISC Health Director.

ATS Reports RHTF = Immunization & TB Forms; Tuberculin testing is required for all new registrants to the DOE entering secondary schools including intermediate, junior, or middle schools and High Schools. RHTL = Tuberculosis Status List; RHTS = Tuberculosis Survey Form; RHTR = Tuberculosis Mandate Roster; For assistance contact your ISC Health Director. RSTP = Positive TB Test List.

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Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID

Question

Area

Program Office and/or Data Source

Additional Information

Maintain records for students that are not assigned metrocards/bus stops with the applicable reasons). Provide an explanation on the Spring Compliance Checklist indicating the number of students that are not assigned, although eligible and the reasons why, E.g. Parent Declined, Zoned, etc. CL35

All eligible general and special education students were registered for student transportation.

Pupil Transportation

ATS Report RTRN

Note: OPT determines eligible students using the shortestwalking route. Driving distances are not used to calculate eligibility. For more information on Pupil Transportation screens in ATS please review the ATS guidebook at the following link: http://www.opt-osfns.org/opt/sch/atsmanual.asp For assistance contact the Transportation Accounts Manager at the ISC for assistance.

The Report of Meals served (MIE-1 form) was CL37 completed and submitted weekly to the Office of School Food School Food for the prior week of service. The Cash Receipts Worksheet (MIE-2 form) and the funds collected for the meals served were submitted CL38 School Food weekly to the Office of School Food for the prior week of service.

CL=Checklist DR=Desk Review

Office of School Food

Office of School Food

Submit MIE-1 form weekly to the OSF manager and keep copies of all documentation. Submit MIE-2 form with funds to the OSF manager and keep copies of all documentation (checks and forms). Maintain documentation of attempts to collect payments for meals served.

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Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID

Question

Area

Program Office and/or Data Source

Four additional (4) fire drills were scheduled and will CL41 be conducted between December 1, 2007 and the end School Safety of the school year.

Additional Information Ensure that all remaining 4 drills are conducted by 6/30 and entered into OORS. For assistance contact the Safety Administrator at the ISC for assistance. Ensure that three bus drills are conducted by 6/30. *Schools with students (General or Special Ed) using yellow buses are required to provide bus drills to those students.

Online Occurrence Reporting System *For schools with no students using yellow buses, in classroom instruction is required. (OORS) CL42

The first of three (3) bus drills was conducted during the first week of September, 2007.

School Safety

*If only a small number of students (or even one student) in the school take the bus, then only those students must receive the drill. The remaining students must receive in classroom instruction. *Schedule the required bus drills with the bus operator, if your students are required to receive a bus drill. For assistance contact the Safety Administrator at the ISC for assistance.

All general ELL students received mandated and appropriate services pursuant to Commissioner’s CL43 Regulations, Part 154 and the Language Allocation Policy (LAP), beginning no later than ten (10) days after registering in school.

ATS Report RLER, List of Eligible Students; ELL

ATS Report RLAT for LAB-R and NYSESLAT scores; ATS LAB-R for LAB-R results

All ELL students received mandated and appropriate CL44 services pursuant to Commissioner’s Regulations, Part ELL 154 and the LAP, based on parental choice. CL45

The Bilingual Education Student Information Survey ELL was completed accurately and in a timely manner.

CL=Checklist DR=Desk Review

ATS Report RLER, List of Eligible Students

ATS RBPS BESIS Report

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For assistance contact the ELL Compliance and Performance Specialists. To identify your ELL Compliance and Performance Specialists, go to: http://schools.nyc.gov/NR/rdonlyres/FC2D4E72-F26E-4101-B092352570A2F8FB/28273/DirectoryofELLCompliancePerformanceSpecialist1.pdf


Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID

Question

Area

Program Office and/or Data Source

Individualized Education Plan (IEP) teams made recommendations to the extent appropriate for services Special Ed CL46 in the least restrictive environment, including maintaining the student in his/her current school.

RMDS Report DSEA5041.R7 YTD

Initial evaluations were conducted within thirty (30) school days of the receipt of parental consent, or forty Special Ed CL47 (40) school days from receipt of referral whichever is earlier.

ATS Report R201, List of Incomplete Evaluations

CL48

Reevaluations for students with existing IEPs were conducted at least every three (3) years.

Special Ed

ATS Report R214, Students Needing Triennials

CL49

Annual reviews of special education students were conducted as required.

Special Ed

ATS Report R326, Students in Need of Annual Review

IEP mandated special education services were provided in a timely manner and data related to the CL50 implementation of special education services at the school was correctly entered into the computerized tracking system.

Additional Information

For assistance contact your Special Education Administrator at the ISC. Also, your IEP teams will have information on student specific details.

ATS Report R674, Students Awaiting First Attend Special Ed

SEC Reports located at https://ats.nycboe.net/ SETTS and ESL Reports

DR1

DR3

DR4

A list was submitted to the Office of Accountability (OA) of all students who were medically excused from the New York State Education Department (NYSED) Assessment tests (English Language Arts (ELA), Mathematics, Science, New York State Alternate Assessment (NYSAA), and New York State English as a Second Language Achievement Test (NYSESLAT)). No funds were scheduled in Additional Spending Authority (ASA) for “anticipated” allocations as of the Budget end of the fiscal year. No funds were scheduled in the “ASA returns from leave” allocation category as of the end of the fiscal Budget year.

CL=Checklist DR=Desk Review

Office of Accountability

Division of Budget Operations and Review (DBOR) Galaxy System

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For assistance contact the Office of Accountability, accountability@schools.nyc.gov http://schools.nyc.gov/Accountability/default.htm

For assistance contact your ISC Officer.


Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID

Question

Area

Program Office and/or Data Source

Copies of the Interim Financial Report, due January 31 DR10 and Annual Financial Report, due June 30, are PA/PTA maintained in the principal's office. The SLT met at least once a month during the school SLT DR11 year. For high schools, two (2) members of the student body SLT DR12 were appointed to the SLT. The SLT meeting minutes were submitted monthly to the District Family Advocate within five (5) business SLT DR13 days following the meeting in which they were approved. The SLT disclosed the school’s budget (Galaxy Public DR14 view) and distributed copies of the school’s SLT Comprehensive Education Plan to membership. Quarterly PA/PTA meeting minutes were submitted to DR15 the Office of Family Engagement and Advocacy by SLT May 1, 2008.

Office of Family Engagement & Advocacy (OFEA)

The school provides students who choose to leave school prior to attaining a diploma with a planning interview to encourage them to remain in school, School Attendance DR19 discuss the educational options that are available to them and, if they still choose to leave, inform them of their right to return.

ATS Report REIC

All school-related crimes or incidents were entered into DR20 the Online Occurrence Reporting System (OORS) Student Discipline within twenty-four (24) hours of the occurrence.

Online Occurrence Reporting System (OORS)

DR24

Custodian ratings were prepared in a timely manner by School Facilities the principal.

The school certified Student School Meals DR25 Applications as free, reduced price, or paid, and entered corresponding meal code data into ATS.

CL=Checklist DR=Desk Review

School Food

Additional Information

Submit all PA/PTA/SLT documentation to your District Family Advocate (DFA) and confirm receipt of documentation (e.g. signed receipt, fax confirmation or an email confirmation that your documents were sent/received). To identify your DFA, go to http://schools.nyc.gov/Offices/OFEA/default.htm. In the event that your school does not have a PA/PTA, please contact OFEA.

The REIC report in ATS will indicate the number of planning interviews required and the number completed. The following discharge codes require a planning interview 02, 34, 35, 36, 37, 38, 39, 41, 43.

Division of School Facilities

For campus settings or multi-sited schools, or principals who share a custodian, the lead principal is required to submit the rating, in collaboration with the other principals.

ATS Report RCFR

Meal Codes in ATS: A FREE MEALS (HRA) 1 FREE MEALS (FORM) 2 REDUCED PRICE MEALS 3 FULL PRICE MEALS 4 FULL PRICE MEALS (MISSING INFO) 5 FULL PRICE MEALS (NO FORM)

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Data Sources & Helpful Information Spring 2008 Compliance Checklist and Desk Review Q ID

DR28

Question

The second bus drill was conducted between November 1, 2007 and December 31, 2007.

Area

Program Office and/or Data Source

Additional Information

Ensure that three bus drills are conducted by 6/30. School Safety *Schools with students (General or Special Ed) using yellow buses are required to provide bus drills to those students. *For schools with no students using yellow buses, in classroom instruction is required. Online Occurrence Reporting System *If only a small number of students (or even one student) in the school take the bus, (OORS) then only those students must receive the drill. The remaining students must receive in classroom instruction.

DR29

The third bus drill was conducted between March 1, 2008 and April 30, 2008.

*Schedule the required bus drills with the bus operator, if your students are required to receive a bus drill.

School Safety

For assistance contact the Safety Administrator at the ISC for assistance.

The Language Assessment Battery-Revised (LAB-R) was administered to all students whose home language ELL DR30 is not English within ten (10) school days of the date of enrollment.

ATS RLAT for report of LAB-R and NYSESLAT scores

DR31

The NYSESLAT was administered to all appropriate ELL students.

ATS Report RLER

DR32

Title III Funds were used to implement supplemental ELL activities for English Language Learner students.

Office of English Language Learners (OELL)

The school conducted vision screenings for all new DR33 entrants in grades 2 through 12 and all students in grades 3 and 5.

CL=Checklist DR=Desk Review

Health

ATS Reports RHVS and RHVX

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For assistance contact the ELL Compliance and Performance Specialists. To identify your ELL Compliance and Performance Specialists, go to: http://schools.nyc.gov/NR/rdonlyres/FC2D4E72-F26E-4101-B092352570A2F8FB/28273/DirectoryofELLCompliancePerformanceSpecialist1.pdf

Check Title III Report; program rosters and review Galaxy for expenditures in accordance with approved Title III Plan. For assistance contact the ELL Compliance and Performance Specialists.


Compliance Survey Helpful Hints