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This resource is intended to outline the Procedure Review activity for ISD Monitors. Procedure Reviews may be on-site or virtual.

The ISD determines whether virtual monitoring or an on-site visit is warranted. The decision should be made and indicated in Catamaran as soon as possible following the release of the procedure review activity, so the district can begin preparing materials to be uploaded. Once the visit type has been selected by the ISD in Catamaran, the district will be able to access the activity.

Access the Activity

  1. Log into Catamaran.
  2. Access the activity in one of 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 Procedure Review Activity.
B-4AB Procedure Review in the Activity column on the Tasks Overview.
  • 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 Procedure Review.

Choose to Monitor On-site or Virtually

  1. From the Procedure Review Menu, select the District Upload link to access the page.
District Upload link on the Procedure Review Menu.
  1. On the District Upload page, choose whether the Monitoring Review will be on-site or virtual by selecting Begin On-Site Visit or Begin Virtual Visit.
Begin On-Site Visit and Begin Virtual Visit buttons circled on the Procedure Review District Upload page.
Note: Until the ISD chooses on-site or virtual, the Procedure Review activity will not be on the district’s Tasks Overview and the district cannot upload district procedures. Once the ISD chooses on-site or virtual, Catamaran will notify the district to upload district procedures.
Note: If the ISD is unsure which visit type to select, reach out to Michigan Department of Education Office of Special Education (MDE OSE).

Retrieve Uploaded Procedures

Participating districts are required to upload written procedures for ISD and MDE review.

  1. From the Procedure Review Menu, select the District Upload page to access uploaded procedures.
District Upload link on the Procedure Review Menu.
  1. Select the document name to automatically download the district procedures.
Arrow towards document name link on the Procedure Review District Upload page.
Note: If the district selected “Not Available,” then there will not be any procedures to review and Catamaran will populate the Procedure Review form with N/As to all questions.

Complete Procedure Review Form

  1. From the Procedure Review Menu, select the Procedure Review form.
Procedure Review on the Procedure Review Menu.
  1. Review the procedures listed on the form and check the appropriate buttons under the Yes, No, or N/A columns and complete text fields as necessary for each item. If applicable, indicate a page number and section in the Comments box for any No answers.
Responses and Comments emphasized on the Procedure Review page.
  1. Choose Save & Issue on the Procedure Review form after all responses have been completed.
Save & Issue button circled on the Procedure Review form.
Note: A No answer for Meets Legal Requirements will populate the Findings Table on the Final Report Worksheet. If the district does not upload written procedures or indicate no procedures are available, MDE OSE will contact the district to instruct the district to complete a questionnaire about the district’s policies, procedures, and practices.

Complete the Preliminary Summary

  1. From the Procedure Review Menu, select the Preliminary Summary form.
Preliminary Summary form on the Procedure Review Menu.
  1. On the first half of the form, enter the date of summary, review date(s), and all members of the Procedure Review team. To add another row, select the red plus sign button.
Date of Summary, Review Date(s), red plus sign button emphasized on the Procedure Review Preliminary Summary.
Note: Utilize the Comments box at the bottom of the form for any additional comments.
Comments box shown.
  1. Choose Save & Issue to:
    • Make this form available to the district.
    • Make the Final Report Worksheet available to complete next.
Save & Issue button on the Procedure Review Preliminary Summary.

Complete Final Report Worksheet

The last step in the Procedure Review process is  to complete the Final Report Worksheet.

  1. From the Procedure Review Menu, select the Final Report Worksheet form.
Final Report Worksheet on the Procedure Review Menu.
  1. Enter the Review Date of the activity.
Review Date field on the Procedure Review Final Report Worksheet.
  1. On the Procedure Review Final Report Worksheet,
    • Enter how many staff members were interviewed,
    • The Team Leader Recommendation of whether the monitoring review yielded no findings of noncompliance or yielded findings of noncompliance.
    • Check the Display box to display the row in the Final Report (if findings are recommended).
Interview field, Team Leader Recommendation, and Display checkbox shown at the bottom of the Procedure Review Final Report Worksheet.
  1. At the bottom of the form, indicate the recommendation of if there are findings or no findings.
If findings or if no findings radio buttons shown.
  1. When the form is completed, select Save & Submit to submit the Procedure Review activity for MDE OSE review.
Save & Submit button on the Procedure Review Final Report Worksheet.

What Happens Next?

MDE OSE will review the Procedure Review activity and Final Report Worksheet to determine whether findings should be issued or not. If noncompliance is found, then the finding(s) will be issued in the next major release of Catamaran (September for B-9-B-10 (Identification) and May for B-4 (Discipline)).

Need Additional Assistance?

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