How to Complete the Monitoring Review Activity

1. Log into Catamaran.
2. Access the activity in two ways:

• On the Dashboard, scroll down to the Tasks Overview section. Use the filters, as needed, to narrow tasks, and select the link in the Activity column to open the Monitoring Review Activity.

• On the Dashboard, select the Search link in the upper right-hand corner of the page. Using the search function, choose Monitoring. Filter the search results by selecting Monitoring Visits. Next, search for the specific Monitoring Review.

3. From the Monitoring Review Menu, select the Monitoring Documents link in the Resources box.

3. Review the Notification Letter and the Student List to prepare for the monitoring visit.

A procedure can consist of:

• Written document that may provide the who, what, and when of an activity.
• For identification, the procedure may be a narrative document that describes what happens when a request for special education evaluation is received. It may be a flow chart that provides timelines for what-if situations.
• For discipline, it may be a description of the steps used when determining a change of placement. It may be a step-by-step list of whom to contact when a student with an IEP is being suspended.

5. From the Monitoring Review Menu, select the District Upload link.

6. Use the Browse button to upload district procedures for MDE review. If there are no written procedures, select the Not Available check box.

7. Choose Save or Save/Next to confirm and save the upload or checkbox selected.

Districts will receive a list of no more than 20 students to verify from MDE.

8. From the Monitoring Review Menu, select the District Student Selection link to access the page.

9. Review the student list and verify which students are currently enrolled in the district by checking the box next to the student’s name.
10. Choose Save to save the page or Verified Students to submit the verified student list.

• Districts will be responsible for preparing (for on-site visits) and/or uploading (for virtual visits) requested documentation as needed for up to eight students.
• Documents may include:
  • Discipline data for student
  • Attendance report
  • Pattern of removals
  • IEP
  • Notice of an offer of a FAPE
  • Manifestation Determination Reviews (MDRs)
  • Functional Behavioral Assessment (FBA)
  • Behavior Intervention Plan (BIP), if applicable
  • Documentation that Procedural Safeguards were provided to parent
  • FAPE services log
  • Review of Existing Evaluation Data (REED)
  • Evaluation Reports
  • Initial evaluation documents including:
  • Multidisciplinary Evaluation Team (MET) report
  • Other documents as requested

Virtual Monitoring Review: Upload Documents

MDE will select up to eight student records from the verified student list to create the SRRs. The district will receive a notification via Catamaran to upload student documentation.

11. Access the activity from the Tasks Overview and select the Monitoring Review link in the Activity The activity will be at the District Student Info Required status.

12. On the Monitoring Review Menu, select the Student Documentation link to access the page.

13. Use the Browse button to upload documentation for each requested item or check the Requested document is not available option and provide a reason.

14. Use the drop-down menu to toggle between available students then select Go. Complete the Student Documentation page for each student.

15. When all student documentation has been completed, select Save & Submit for MDE review.

On-site Monitoring Review: Prepare Documents

After review of the verified students, the Monitoring Lead will select up to eight student records from the confirmed student list to review at the on-site Monitoring Review and communicate with the district which students have been selected for this additional review. Please make these records available on the day of the on-site Monitoring Review.

After the district has verified the list of students enrolled, MDE will select up to eight student records to review during the on-site visit. The district should have these students’ records available on the day of the on-site Monitoring Review.

Engage in Interviews and/or On-site Monitoring Reviews

• The Monitoring Lead will schedule interviews with participating districts as appropriate and summarize the interviews in Catamaran.
• If participating in an on-site Monitoring Review, then the Monitoring Lead will organize the details of the on-site Monitoring Review with the district.
• The Monitoring Team will review each student’s record and accompanying documentation either virtually or in person during the on-site Monitoring Review.
• A Preliminary Summary will be issued to the Superintendent and Special Education Administrator at the end of the Monitoring Review. This Preliminary Summary will also be available in Catamaran in the activity.

Correct Noncompliance

If noncompliance is found, then finding(s) will be issued in the next major Catamaran release (September for B-9-B-10 (Identification) and May for B-4 (Discipline)).

If any student level noncompliance is found, then SLCAPs will be issued at the end of the virtual or on-site Monitoring Review.

For more information about Monitoring Review Corrective Action Plans, access the How to Complete the Monitoring Review Corrective Action Plan Process (CAP) for Districts resource on the Catamaran Technical Assistance Website.

For assistance understanding how to navigate Catamaran, contact the Catamaran Help Desk at 877-474-9023 or help@catamaran.partners.