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This training resource is intended for ISDs and will explain how to verify correction of Monitoring Corrective Action Plans (CAPs). A CAP is the result of a state monitoring process in which noncompliance has been identified at a district. ISDs are required to verify that districts have corrected noncompliance identified in the CAP.

Catamaran will notify ISDs when the district has requested CAP closeout. At this time, the ISD will verify evidence of correction of the CAP.

Access the CAP

  1. Log in to Catamaran
  2. Access the Monitoring CAP in one of the two following ways:
    • On the Dashboard, scroll down to the ISD Monitor’s Tasks Overview section. Use the filters, as needed, to narrow tasks, and select the link in the Activity column to open the CAP.
Using the Tasks Overview panel, click on the CAP link in the Activity column
    • On the Dashboard, select the Search link in the upper right-hand corner of the page. Using the search function, select Monitoring. Filter the search results by selecting CAPs. Next, search for the specific CAP.
Note: CAPs ready to be verified will be at the Verification & Closeout Request Submitted to ISD status.

Review the Request for Verification and Closeout

  1. From the CAP Menu, select the Request for Verification & Closeout link.
  2. Review the district’s evidence notes that were provided for each activity step from the CAP Finding page(s).
  3. Review any uploaded supporting evidence the district may have provided.
  4. If any concerns are identified, at any time during the verification process, the ISD may return the closeout request to the district. To do this,
    • Insert comments outlining the ISD’s concerns using the ISD Comments box, and
    • Then, select the Verification Request Returned button to return the CAP to the district.
B-10 Verification-Request-Returned

Complete the Verification Appendix

The Verification Appendix is used to document the ISD’s review of student records to determine if the noncompliant practice has been corrected.

  1. From the CAP Menu page, select the Verification Appendix link.
  2. Enter the date of the verification visit.
  3. Review new student records to confirm the district has correctly implemented all areas of noncompliance. Enter the student information from the student records reviewed in Appendix 1.
Select up to 8 student records, if available, for the verification activity. If there are less than 8 student records to review, enter the reason on the CAP Cover Page in the ISD Verification Clarification box. Records should reflect activities which have taken place following the CAP activities.
  1. After submitting the CAP to the OSE for closeout, the OSE will identify which student(s) record to review and return the CAP to the ISD. Use the browse button located below Appendix 1 to upload the documentation used to verify compliance.
B-10 From the CAP Menu page, select the Verification Appendix link. 5. Enter the date of the verification visit. 6. Review new student records to confirm the district has correctly implemented all areas of noncompliance. Enter the student information per reviewed student records in Appendix 1.
  1. If noncompliance was identified during the verification, then return the CAP to the district (see Step 6).
    • Identify the cause of the ongoing noncompliance and provide additional or targeted training to the relevant personnel.
    • Once the noncompliance has been corrected, the district will resubmit the CAP to the ISD for verification.
    • At that time, the ISD will verify compliance and then enter the verification date in the Date Verified field in Appendix 1.
Navigation Note: To add additional rows, choose the red plus sign to the left of the row or Save the page.
  1. If no student records are available, conduct staff interviews to ensure an understanding of compliant practice. Enter the staff member information from staff interviews in Appendix 2.
  2. After completing the necessary appendices, choose Save or Save/Next to proceed to the next page.

Complete the Verification Worksheet

The Verification Worksheet is used to summarize the findings from the review of student records.

  1. From the CAP Menu page, select the CAP Verification Worksheet link.
  2. If all noncompliance has been verified as corrected, select “Closeout of Findings of Noncompliance” from the drop-down menu. Otherwise, select “Non-closeout of Findings of noncompliance.”
  3. Enter the date the report is being completed in the Date of Report field.
  4. Enter the name of the ISD’s representative in the Responsible Party at ISD field.
  5. Next, for each finding in the space(s) provided, enter documentation that demonstrates correction of noncompliance.
  6. Select the appropriate paragraph in the Final Disposition section (corrected or uncorrected) that will be displayed in the Final Report.
  7. Once the form is complete, choose Save, Save/Next.
From the CAP Menu page, select the CAP Verification Worksheet link. 11. If you have verified that all noncompliance has been corrected, select “Closeout of Findings of Noncompliance.” Otherwise, select “Non-closeout of Findings of noncompliance”. If you are unsure of which to select, contact the MDE Monitoring Unit. 12. Enter the date on which you are completing the report. 13. Enter your name on the Responsible Party at ISD line.
  1. Next, return to the CAP Menu to complete the CAP Assurance Statement. After selecting I Agree, choose the Submit Verification button at the top of the page. The Submit Verification button will submit the CAP closeout request to MDE.
Submit Verification

Note: If the ISD cannot agree with the assurance statement, then the verification should not be submitted to MDE. Instead, the ISD may wish to contact MDE for further assistance.

Upload Supporting Documentation

Once MDE reviews the CAP Verification, MDE will return it to the ISD with a request for supporting documentation associated with one or more student records. The details of the documentation request will appear on the CAP Cover Page, along with other questions MDE may have about the CAP Verification.

    1. When MDE returns the CAP to the ISD, the ISD will be notified via email and the CAP will reappear on the ISD’s Tasks Overview. The status will be, Closeout Request Returned to ISD. Review the CAP Cover Page for details of MDE’s request.
    2. Make any requested changes and upload any requested documentation on the Verification Appendix. The ISD may be required to review and verify student records again.
When the MDE returns the CAP to the ISD, the ISD will be notified via email and the task will reappear on their Tasks Overview. The status will be, Closeout Request Returned to ISD. Visit the Cover Page for details of the MDE’s request. 18. Make any requested changes and upload any requested documentation on the Verification Appendix. The ISD may be required to review and verify student records again.
  1. Re-submit the CAP to MDE from the CAP Verification Worksheet. The status will then be, Closeout Request Resubmitted to MDE. MDE will perform a final review and close the CAP.
  2. MDE may return the CAP to the ISD again with additional questions, if necessary. If MDE confirms the district has demonstrated compliance, then MDE will close the CAP. The status will then be, Verified and Closed by MDE.