OASES Integrated Monitoring Phases: Engagement Phase

Onsite Review

An onsite review is conducted following the completion of the initial data review and review of pre-finding corrections. The onsite review aims to gather additional data to determine the Program's level of compliance with the requirements being reviewed. During the onsite portion of the review, the review chair and one or two additional DESE staff members continue the Data Review to confirm pre-finding corrections and gather further information regarding selected criteria in the review. Based on the number of students the Program is approved to serve, DESE selects a sample of student and/or staff records from the Program reviewed as part of its Data Review to verify the accuracy of previously submitted information and evaluate trends. DESE's student record selection is designed in a manner intended to reflect the diversity of the student population served by the Program, including diversity of ages, disabilities, races, ethnicities, language spoken at home, and level of proficiency in English.

DESE also conducts an independent review of a sample of additional records relating to currently enrolled students and/or employed staff that were not included in the Program's Data Review. DESE conducts this review using standard procedures to determine whether the relevant requirements have been implemented and met.

Documentation Reviewed Onsite (For more detailed descriptions please reference the OASES Procedures Guide)

• Student Records
• Staff Records
• Student Separation Documentation
• Restraint Documentation

Onsite Review Team

The onsite review team tours academic spaces to confirm approved student-to-staff ratios, supervision of students, and implementation of approved policies and procedures. While onsite, programs may have a student ambassador share information about the Program and their experience in the Program. DESE may collect data from the tour to inform other onsite review activities.

During the onsite review, the DESE team observes all spaces students utilize to determine if they meet certain health and safety requirements. To do this, DESE reviews the following:

• Current health and safety licenses, permits, and inspections,
• Cleanliness and safety of the facility,
• Access to procedures regarding student allergies and emergencies, and
• Posted emergency information.

While onsite, DESE team members conduct classroom observations of instructional time to note student-to-staff ratios, implementation of behavior support policies, and the engagement of students in attendance. DESE staff may interact with students during the classroom observations and tours of the Program. DESE staff coordinate classroom observations with the Program to observe a variety of student experiences and learning styles. The outcome of the classroom observations may be used to inform staff and leadership interview questions.

Staff Interviews

DESE conducts interviews of administrators, instructional staff, related service providers, and other direct care staff to ascertain the level of consistency with which the relevant procedures and policies enacted by the Program are understood and implemented.

Last Updated: May 20, 2025