This resource is intended to outline the Monitoring Review activity for ISDs. Monitoring Reviews may be on-site or virtual and closely resemble the Focused Monitoring activity of years past with a few updates. Monitoring Reviews may result in a Corrective Action Plan (CAP) or Student Level Corrective Action Plan (SLCAP).

Access the Monitoring Review Activity

  1. Log in to Catamaran
  2. Access the Monitoring Review activity from the Tasks Overview on the Dashboard page, apply additional filters as needed (such as release).
  3. Click on the Activity link
Tasks overview dashboard

Choose to Monitor On-site or Virtually

  1. From the Monitoring Review Menu, choose the District Upload page.
  2. On the District Upload page, choose whether the Monitoring Review will be on-site or virtual by clicking one of the buttons at the top of the page.
Monitoring Review District Upload page
Note: After choosing on-site or virtual, the Monitoring Review activity will now be on the district’s Tasks Overview. They will now need to upload written procedures and verify current students.
Note: If the ISD is unsure which visit type to select, reach out to the OSE.

Prepare for the Monitoring Review

  1. From the Monitoring Review Menu, select Monitoring Documents located in the Resources box on the right-hand side of the page.
  2. On the Monitoring Documents page, view resources that will help prepare for the Monitoring Review. These documents include the Notification Letter from the Office of Special Education (OSE) to the district and the student list.
Note: View the documents on the Monitoring Documents page before visiting the district.
Monitoring Review Menu

Plan and Schedule Interviews

ISDs are responsible for conducting interviews with district personnel of districts participating in a Monitoring Review activity. For those member districts for whom the ISD has selected a virtual visit, the interviews may be done via phone or other methods. For either on-site or virtual visits, use the interview questions as distributed by the OSE while conducting the interviews of district personnel.

  • Suggested participants may include:
    • Special Education director
    • School Administrator
    • Teacher
    • School Social Worker
5. Access the Interview Summary page in the Monitoring Review activity to summarize the interview.
  • On this page, you will be able to:
    • Summarize the interview
    • Indicate district strengths
    • Indicate any areas of concern
Note: The district will not be able to see your notes on this page
7. Click Save to save your work and return or click Save &Submit to save your work and submit your interview summary to the OSE for their review. A notification will be sent to the OSE when you have completed and submitted the interview summary.
  1. Click Save to save your work and return or click Save &Submit to save your work and submit your interview summary to the OSE for their review. A notification will be sent to the OSE when you have completed and submitted the interview summary.

Summarize the Interview

  1. Access the Interview Summary page in the Monitoring Review activity to summarize the interview.
Monitoring Review Menu
  1. On this page, you will be able to:
    • Summarize the interview
    • Indicate district strengths
    • Indicate any areas of concern
Note: The district will not be able to see your notes on this page
b-10 monitoring review interview summary
  1. Click Save to save your work and return or click Complete to save your work and submit your interview summary to the OSE for their review. A notification will be sent to the OSE when you have completed and submitted the interview summary.

Select Student Records

The district will have verified which students are currently enrolled in their district.

  1. From the Monitoring Review Menu, choose Lead Student Selection to see a list of students at the district.
  2. Select those you wish to review by clicking the box to the left of each student’s name.
  3. After selecting the students, click Save & Create. This will create the Student Record Reviews (SRRs).
Note: If a virtual Monitoring Review was selected, the district will be notified after the lead makes their selections requesting that the district upload student information to the Student Documentation page.
b-10 monitoring review lead student selection

Complete SRRs

The method for reviewing the student records will depend on whether the Monitoring Review is on-site or virtual.

  • If the Monitoring Review is on-site, you may complete the SRR when meeting with the district and reviewing the student documentation in person.
  • If the Monitoring Review is virtual, the district will need to upload student documentation that corresponds to the selected students. For more information about reviewing uploaded information, please see the Additional Actions for Virtual Monitoring Reviews
  1. From the Monitoring Review Menu page, click the Student Record Review
  2. The students’ demographic information will be pre-populated at the top of the form. If this information is incorrect, you may update the text fields
  3. To complete the SRR, click the appropriate buttons under the Yes or No columns and complete text fields as necessary.
student record review
  1. To complete and save the form, you must indicate whether a Student Level Corrective Action Plan (SLCAP) is needed for the student. Select Yes, No, or N/A in the box at the bottom of the form.
Note: Use N/A if you do not complete the SRR for whatever reason (for example, the student record may not fit the monitoring priority). If you select N/A, you must explain why in the comment box.
Student Record review including choice to recommend an SLCAP be issued
Note: The items for which you have chosen No will automatically populate in the Citation, Noncompliance and Corrective Action section at the bottom of the SRR after you click Save.
  • A correctable No will result in an SLCAP and will populate in the Findings Table on the Final Report Worksheet
  • An uncorrectable No will populate in the Findings Table on the Final Report Worksheet.
  1. Repeat this process for each SRR. To move on to another student, select the next student from the dropdown menu in the upper right-hand corner of your screen and click
Sample Student Record Review
Navigation Notes:

  • Save saves that SRR
  • Save/Next saves that SRR and takes to the next form on the menu
  • Update Student Selection will take you back to student selection to add students
  • Save & Issue is the status change when you’ve completed all SRRs and the Procedure Review

Retrieve Uploaded Procedures

The lead should review the uploaded procedures alongside student records

  1. Access the uploaded procedures by clicking on the District Upload
  2. From the District Upload page, you may download each document by clicking on the document name link.
Monitoring Review District Upload page

Resource: Monitoring District Upload Status Report

This query will show you a list of districts and whether they have opted out from uploading their procedures.

  1. Access the report from the Reports page available under your name in the upper right-hand corner of the page.
  2. Click the Monitoring District Upload Status Report link on the Reports page under the Administrative Reports heading
  3. Choose the release to query upon (Monitoring Review) and the format in which you would like your query results (Excel or on screen).
Administrative Reports menu
Notes: Exporting to Excel may be helpful to sort by which districts have opted out
  1. Click Go
monitoring district status upload report

Complete Procedure Review Form

During your review of the uploaded procedures, complete the Procedure Review form.

  1. Access the Procedure Review from the Monitoring Review Menu
  2. Review the procedures and click the appropriate buttons under the Yes or No columns and complete text fields as necessary.
  • If applicable, indicate a page number and section in the Comments box for any No answers
  1. Click Save & Issue on either the Procedure Review form or the Both forms must be complete to proceed.
b-10 monitoring review procedure form
Note: A No answer for Meets Legal Requirements will populate the Findings Table on the Final Report Worksheet

Resource: Student Record Review Summary

After completing all the SRRs, a Student Record Review Summary is available to you from the Monitoring Review Page. This may help your team review the SRRs in the aggregate.

  1. From the Monitoring Review Menu, click the Student Record Review Summary
  2. Choose the format in which you would like the results (Excel or on screen) and click
  3. Click Return to Monitoring Review Menu to close the summary page.
student record review summary

Additional Actions for Virtual Monitoring Reviews

Review Interview Summary

If the Monitoring Review occurred virtually, the ISD will have conducted and recorded an interview summary. The Monitoring Lead should review the interview summary during the Monitoring Review process before completing the Final Report Worksheet.

  1. Access the Interview Summary from the Monitoring Review Menu.
  2. Review the information recorded in the Interview Summary and contact the ISD with any need for clarification.

Review Uploaded Student Information

You may access the uploaded student information in two ways:

The Student Documentation Page

Using an individual Monitoring Review Student Documentation Page may be useful if reviewing student documentation from one review and organization at a time.

  1. Access the Student Documentation Page from the Monitoring Review Menu
  2. Download each documentation item by clicking on the document link
  3. Use the dropdown menu to navigate between student records and gather all documents from each student record.
Monitoring Review Student Documentation

The File Export Tool:

Using the File Export Tool may be useful if reviewing student documentation for multiple organizations at the same time.

  1. Access the File Export Tool from the Administration page available under your name in the upper right-hand corner of the page.
administrative page
  1. Use the filter to select the activity.
  2. Click Search.
File Export Document Search Criteria
  1. Next, choose the organization and status, and then choose Go to run the export.
  2. Access a zipped file that includes the exported documents from the table at the bottom of the page.
File Export Selections

Resource: SLCAP Summary

Before moving on to the Preliminary Summary, review the SLCAP Summary. This summary allows you to see all potential SLCAPs at once. You may choose to use this summary to count instances of noncompliance, which you’ll need to record on the Preliminary Summary.

  1. From the Monitoring Review Menu, click on SLCAP Summary.
  2. Choose the format in which you would like your summary results.
  3. After making your selections, select Go in the upper right-hand corner of the screen.
  4. A pop-up will appear asking, “Do you want to open or save this file?” Make your selection, and the SLCAP Summary will open.
  5. To return to the Monitoring Review Menu, click the Close This Page button at the top of the page.
SLCAP Summary

Complete the Preliminary Summary

  1. From the Monitoring Review Menu, select Preliminary Summary
  2. The district and ISD codes will be pre-populated on the form.
  3. Record the date of summary and review date(s).
  4. Enter the name and title of all members of the Monitoring Review team. You may add another row by clicking the red plus sign button.
  5. Record the areas for consideration.
  6. Record the number of student-level findings identified.
  7. Click Save & Issue to:
    • Issue SLCAPs to districts
    • Make this form available to district
    • Make Final Report Worksheet available to complete next.
B-10 Special Education Monitoring Preliminary Summary

Complete Final Report Worksheet

The last step in the Monitoring Review process is for the lead is to complete the Final Report Worksheet.

  1. Select Final Report Worksheet from the Monitoring Review Menu. The district and ISD codes and date of report will be pre-populated.
  2. Record the Review Date
  3. Enter the number of records the team reviewed and how many staff members the team interviewed.
  4. In the box labeled Team Leader Recommendation, select a button to indicate whether the district should receive a finding.
  • If the Monitoring Review yielded no findings of noncompliance, click Save & Submit. The worksheet is now completed.
  • If the Monitoring Review yielded findings of noncompliance, finalize the Findings Table. This table will prepopulate.
    • Click Display to display each row in the Final Report.
    • When you are done, click Save & Submit.
Findings table in the preliminary summary
Note: Save & Submit will submit this Monitoring Review activity, along with your recommendations, to the OSE for their review.
Monitoring Review Final Report Worksheet change status

What's Next?

The OSE will review the Monitoring Review activity and Final Report Worksheet to determine whether findings should be issued or not. The findings will be issued in the next major release of Catamaran (major releases are September, January, and May).

If any SLCAPs are issued, they will be issued to the district at the end of the virtual or on-site Monitoring Review.