Approved Special Education Schools

OASES Integrated Monitoring Phases: Discovery Phase

Training

The Discovery Phase begins with training sessions for all Programs assigned to a given cohort. The OASES monitoring team provides training twenty (20) weeks before the onsite visit. Separate training sessions are provided for approved special education schools and Collaborative Programs to tailor the training to their unique needs. Programs are encouraged to register key staff involved in the monitoring process for these training sessions.

Training sessions cover the following topics:

  • Overview of the Review Process,
  • Timelines for Data Review and Onsite Review,
  • Overview of the Communication Hub and Monitoring Portal (CHAMP), DESE's monitoring system,
  • Notification of specific DESE criteria to be included in the upcoming monitoring cycle,
  • Changes and updates for criteria requirements, and
  • Recent applicable statutory and regulatory changes, if applicable.

Additionally, DESE provides written guidance for the review cycle and schedules regular virtual support for Programs through virtual office hours.

Data and Information Collection

After these training opportunities, DESE collects various data points relating to the relevant Programs for review. These data points inform decisions about record selection, interview questions, observations, and overall Program review planning. DESE reviews available data for each Program since the initial approval or the last scheduled review (Program or Mid-Cycle) to the present day, including the following:

  1. DESE reviews restraint data collected in DESE's security portal and certified annually. These data are reviewed for trends and patterns over time.
  2. Certain data from other state agencies (including but not limited to relevant data or information that may be available to DESE from EEC, DCF, and Disabled Persons Protection Commission (DPPC)) involved with the Programs.
  3. DESE's Problem Resolution System (PRS) office maintains documentation of state complaints (including but not limited to complaints regarding alleged bullying as defined in 603 CMR 49.00) and decisions relating to Programs. DESE staff access PRS complaint data for each Program being monitored.
  4. DESE reviews Bureau of Special Education Appeals decisions and rulings relating to Programs.
  5. For Mid-Cycle Reviews, DESE gathers the findings from each Program's previous Program Review to check for ongoing compliance. Any criteria with a confirmed finding of noncompliance from the Program Review will be reviewed again during the Mid-Cycle Review.
  6. DESE also gathers and reviews data and information from action forms since the previous review cycle, such as incident reports and prior approvals and notifications.
  7. DESE collects and reviews the following information submitted by Programs during the Data Review, including the Program's responses to related questions, based on the reviewed criteria.

Policies and procedures with supporting documents

  1. Required forms/worksheets
  2. Data tracking logs
  3. Certificates of inspection
  4. Staff licenses
  5. Student Documentation

Student roster

  1. IEP status
  2. English learner status and language(s) spoken at home
  3. Staff documentation

Roster

  1. Related services staff licensure status
  2. Teacher Licensure
  3. Licensure status
  4. Area of licensure
  5. Subject(s) and ages taught

Desk Review

During the Desk Review, DESE staff analyze the data and information described above to determine specific areas of follow-up during DESE's onsite activities. Once a Program submits its required data and information, DESE completes a Desk Review that includes:

  1. School information,
  2. Staff review (if applicable),
  3. Student review, and
  4. Program documentation review.

DESE confirms that the Program's contact and location information is accurate and current. It also reviews staff and student roster information to identify any required follow-up. Additionally, DESE reviews all supporting documentation relative to each criterion included in the Program Monitoring Standards.

DESE reviews the policies and procedures each Program provides for compliance with all required elements of the related criteria. DESE also reviews the Program's responses to questions that are included for each criterion in the review and staff and student records selected by the Program for potential onsite review of verified records. Questions in staff and student record review correlate to criteria included in the review of information and are based on requirements for Program policies, procedures, practices, and documentation.

The Desk Review may result in a list of criteria that DESE determines to be in noncompliance. Any such identified criteria are submitted to the Program during the onsite planning meeting with the option for pre-finding correction. A criterion with the opportunity for pre-finding correction is an area of identified noncompliance, which the Program can correct before DESE makes a written finding. The program has the opportunity to provide evidence that the noncompliance has been corrected. DESE will then verify the correction of noncompliance by confirming individual correction, if applicable, and systemic correction, generally within three months of identification, to clearly verify the correct implementation of the applicable requirements for each area. If DESE verifies any noncompliance remedied through pre-finding correction, it will be noted in the Program or Mid-cycle Review Final report.

When the Desk Review does not result in clearly identified noncompliance, criteria may need further data review during the onsite review to confirm compliance or noncompliance with the applicable requirements.

Onsite Planning Meeting

Following completion of the Desk Review, an agenda is created for the Onsite Planning meeting. The purpose of the Onsite Planning meeting with Program staff is to review:

  • Scheduling and logistics for the onsite visit,
  • Questions regarding applicable requirements,
  • Facility/residence tour logistics,
  • Protocol for record review,
  • Schedule for staff interviews,
  • Questions, clarifications, and scheduling modifications, and
  • Pre-finding corrections.

Prior to the onsite monitoring visit, DESE conducts an Onsite Planning meeting with Programs to review any elements of the Desk Review that raised compliance concerns. At this point, the Program has one opportunity to resubmit the updated and/or additional documentation to DESE to demonstrate compliance. Examples of elements that may require correction include, but are not limited to:

  • Updates to policies and procedures.
  • Additional documents that align with policies/procedures (e.g., training calendar, drill log).
  • Updated credentials for teachers and/or related service providers.
  • Updated information regarding students' most recent IEP (e.g., parent signature and implementation date).

The Program must submit all additional documentation and update staff or student rosters approximately three weeks prior to the onsite review. DESE will review any additional documentation provided as well as updated staff and student information to determine if the noncompliance identified through the Desk Review process was corrected or if further onsite review of data is required. If the Program provides sufficient evidence for any element under review, DESE will verify the correction of noncompliance by verifying individual correction, if applicable, and systemic correction, generally within three months of identification, to confirm the correct implementation of the applicable requirements for each area. If DESE verifies that any criterion identified for pre-finding correction has been fully corrected within the required timeframe, no written finding of noncompliance will be issued to the Program on that specific criterion. Any noncompliance remedied through pre-finding correction will be noted in the Program or Mid-cycle Review Final report. If the Program is deemed not to have provided sufficient documentation and information, DESE will issue a written finding of noncompliance.

Onsite Planning Meeting

Following completion of the Desk Review, an agenda is created for the Onsite Planning meeting. The purpose of the Onsite Planning meeting with Program staff is to review:

  • Scheduling and logistics for the onsite visit,
  • Questions regarding applicable requirements,
  • Facility/residence tour logistics,
  • Protocol for record review,
  • Schedule for staff interviews,
  • Questions, clarifications, and scheduling modifications, and
  • Pre-finding corrections.

Prior to the onsite monitoring visit, DESE conducts an Onsite Planning meeting with Programs to review any elements of the Desk Review that raised compliance concerns. At this point, the Program has one opportunity to resubmit the updated and/or additional documentation to DESE to demonstrate compliance. Examples of elements that may require correction include, but are not limited to:

  • Updates to policies and procedures.
  • Additional documents that align with policies/procedures (e.g., training calendar, drill log).
  • Updated credentials for teachers and/or related service providers.
  • Updated information regarding students' most recent IEP (e.g., parent signature and implementation date).

The Program must submit all additional documentation and update staff or student rosters approximately three weeks prior to the onsite review. DESE will review any additional documentation provided as well as updated staff and student information to determine if the noncompliance identified through the Desk Review process was corrected or if further onsite review of data is required. If the Program provides sufficient evidence for any element under review, DESE will verify the correction of noncompliance by verifying individual correction, if applicable, and systemic correction, generally within three months of identification, to confirm the correct implementation of the applicable requirements for each area. If DESE verifies that any criterion identified for pre-finding correction has been fully corrected within the required timeframe, no written finding of noncompliance will be issued to the Program on that specific criterion. Any noncompliance remedied through pre-finding correction will be noted in the Program or Mid-cycle Review Final report. If the Program is deemed not to have provided sufficient documentation and information, DESE will issue a written finding of noncompliance.

Parent/Guardian Information Session

DESE will host information sessions three times a year for parents, family members, and/or legal guardians of students enrolled in the program under review. These sessions will align with onsite visits. During the session, DESE staff will explain the review process, discuss timelines and expectations, and provide any necessary clarifications.

DESE provides a notification letter template (available in various languages) for Programs to distribute to parents, family members, legal guardians, school districts, and/or state agencies directly involved with the student in the Program regarding the upcoming review. The notification letter describes the general review process, including access through website links to resources such as DESE's monitoring criteria and reports/corrective action plans from previous reviews. The letter also provides information on the process for sharing feedback through a Program/Mid-cycle Review survey through a link or QR code that can be accessed using various means, including a cell phone or tablet. Additionally, DESE includes information in the notification letter and other options for contacting DESE, including setting up a phone call or virtual meeting. A direct link to the survey, available in various languages, is also e-mailed to parents, family members, and legal guardians of students currently attending the Program using a survey engine. DESE uses email addresses submitted by the Programs to send out the survey. The purpose of the survey is to gather feedback and experiences with the Program to help determine how well the Program is meeting selected state and federal requirements.

DESE creates a report in the survey engine application to evaluate Program-focused responses from respondents prior to the onsite portion of the review. Survey data can inform observations, record review, and/or general follow-up within the review process. These data points may also flag a possible area of noncompliance or support a finding of noncompliance. Key themes from the survey data collection are shared with the Program during the exit meeting as points for consideration, reflection, confirmation, or potential change. The survey response data is also evaluated by DESE annually to identify themes and potential areas of refinement for the review process, Program needs, and DESE's continuous improvement. The survey questions are reviewed and updated, if appropriate, at least every three years. All key themes from surveys are shared with the program in a manner that maintains respondents' confidentiality.

Last Updated: May 20, 2025

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