September 2002 — Applications
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North Carolina School District Streamlines Its Special Education Management System
Below are the details on implementing the Special Education Tracking System.
WS/FCS' Implementation Plan
There were four phases to our implementation:
2. The second part of the process was implementation of the EZ Compliance Forms. North Carolina has mandated state-specific forms. However, rather than put form templates on screen, we have developed real-time special education forms linked to databases that have led to improved consistency in our paperwork. These reflect the actual special education process, guide all teachers through each step of every form, and automatically check all entries for compliance. Because the program is automated, it significantly lowers the time required to train new staff in the proper paperwork and documentation. It also means that instead of using district-level time and personnel to monitor compliance manually, we are able to redirect staff to support better teacher training and improve quality of service delivery. The next task was to automate the rest of the special education paperwork. These are forms associated with evaluation and identification, entry and exit, and changes in service. In the future, we expect to see the development of electronic maintenance of psychological evaluations and referral forms required to enter special education.
3. Next, we anticipated the development of a third level of information management. This system has a sophisticated database structure, which allows data analysis and billing processes necessary to optimize Medicaid recovery for our school district. Using Web-based reporting by related service personnel, it can track reimbursable services and automatically compare what a provider should have reported at any point in time with what was actually reported. Automatic, child-specific reminders can also be sent to providers.
4. The fourth part of our comprehensive information management system is tied to system-level accountability of state and federal requirements. SETS uses Educational Outcomes Cubes, otherwise known as an OLAP data cube analytical software. There are currently 18 data cubes that monitor Compliance, Best Practice Implementation of the Individuals with Disabilities Education Act, and Educational Outcomes. Tracking educational outcomes for special education and at-risk students is at the core of the new No Child Left Behind Act.
