Completing a Complaint CAP

This page is intended for those districts which have been issued a finding of noncompliance and will be completing a Complaint CAP.

Access the CAP

Log in to Catamaran

Note: You will need to acknowledge your reports before your tasks will populate your task list. For more information about acknowledging your reports, please access the training document, How to View and Acknowledge your Reports on the Catamaran Training Website.

You may access your Complaint CAP in two ways:

  • On the Dashboard, scroll down to the Task Overview. Using the filters as needed, narrow your tasks, and click on the Activity link column to see the applicable Complaint CAP.
  • Click the Search link in the upper right-hand corner of the page. Using the search function, choose what kind of work you would like to search for (Monitoring will show Complaint  CAPs) and filter the search results accordingly to access the applicable Complaint  CAP.
Task Overview

Complete the CAP

Once you access your Complaint CAP, work with your review and analysis process (RAP) team to complete the CAP. When writing a CAP, districts should include as many details as possible about:

  • The exact activities that will be performed
  • Who is responsible for those activities
  • Milestone events and dates of completion

This evidence will be used to judge the effectiveness of the CAP for progress reporting.

Realistic goals and benchmarks should be set regarding areas of correction. CAPs should be SMART: specific, measurable, attainable, realistic, and time-bound. In many cases, district policies, procedures, and/or practices that contributed to the noncompliance will need to be changed and evidence of this change must be included in a CAP.

To complete your Complaint CAP in Catamaran

  1. On the Complaint CAP Menu, click the CAP Cover Page link under the Forms heading.
  2. Complete the CAP Cover Page and click Save/Next.
  3. Complete the Complaint CAP Finding Page(s) and click Save and Submit.

Navigation notes

  • If you have more than one finding, use the drop-down menu on the right-hand side of the page to toggle to the next finding. You must complete a page for each finding.
  • Access Spell check by clicking the spell check link at the top of your page.
  • Navigate to the next CAP form by clicking the Save/Next button at the top of your screen. You may also use the Back button to return to the previous form.
  • You can always return to the Complaint CAP Menu by clicking on the breadcrumbs at the top of your page.
Complaint CAP Finding Page

Submit the CAP to MDE for Review

Once a Complaint CAP is written, districts will submit it to the MDE for review. The CAP will be reviewed by a team of state-level reviewers. The MDE will either accept the CAP or return it, with comments, for modifications. A CAP must be resubmitted until it is approved.

To submit your CAP in Catamaran:

After completing the CAP Cover Page and Finding Page(s), submit the CAP to MDE by clicking on the Save and Submit button on the CAP Finding Page.

Complaint CAP Finding Page Save and Submit

Implement CAP Activities

Districts should begin implementing Complaint CAP activities once the CAP is submitted. Because the CAP time frame is short, and any noncompliance should be corrected as soon as possible, districts do not need to wait for MDE approval to begin CAP activities.

When implementing the Complaint CAP, districts should follow the steps and activities outlined in the plan. It may be necessary to periodically meet with those responsible for implementation to ensure that activities are underway and being executed correctly. RAP team members should be updated on progress.

Complete the Progress Report

The Complaint CAP Progress Report is due to the MDE on a timely basis. The schedule for Progress Report submission is available on the Catamaran Training Website in the Catamaran Due Dates 2017-2018 document.

The MDE will review all progress reports for evidence of progress and accept the reports. Districts will be contacted by the intermediate school district (ISD) if any concerns are identified.

Access the Complaint CAP by clicking on the Complaint CAP activity on your task list. The applicable CAP will be at the status, Approved – PR Required.

Tasks Overview Complaint CAP Progress Report required
  1. Navigate to the Progress Report from the CAP Menu. Click on the Progress Report link on this menu.
  2. Complete the Progress Report by providing a summary of CAP activities and rating your agreement with each statement by clicking the corresponding button.
  3. Upload any requested documentation to demonstrate evidence of correction using the Browse button.
  4. If necessary, provide additional information in the district clarification text box.
  5. Submit the Progress Report to the MDE for review by clicking the Submit PR button at the top of the Progress Report page.

Progress Report Complaint CAP

 

 

Your Progress Report is now completed and submitted! Once the MDE accepts the Progress Report, the CAP’s status will be Implement CAP; Rqst Verify/Closeout when Complete. If the MDE returns your Progress Report, update the form, and then resubmit (following steps 7-10). The new status will be, PR Resubmitted to MDE for Review.

Request a CAP Closeout

When requesting closeout of a Complaint CAP, districts must submit evidence that activities outlined in the CAP have been completed and that policies, procedures, and/or practices have been implemented to correct all noncompliance (student-level and systemic).

  1. Access the Complaint CAP by clicking on the Complaint CAP activity on your task list. The applicable CAP will be at the status, Implement CAP; Rqst Verify/Closeout when Complete.
  2. Click the Request for Verification and Closeout link under the Forms heading.
  3. Fill in the “Evidence of Correction” section, and click Save.

Submit the request by clicking the Request Verification button at the top of the page.

Complaint CAP Request Verification for Closeout

Verification and Closeout Next Steps

Once a district completes the Complaint CAP activities and has corrected all noncompliance, the verification of correction process begins. There are two prongs of verification of correction required by the OSEP and implemented by the MDE:

  • Prong 1: The district has corrected each individual case of noncompliance; and
  • Prong 2: The district is correctly implementing the specific regulatory requirements (i.e., has achieved 100% compliance), based on the State’s review of updated data.

Depending upon the activity and indicator, verification activities may be completed by MDE staff, ISD, or TA providers and may include:

  • A review of updated policies, procedures, or practices
  • A review of student records
  • A review of the results of student/child record reviews, or evidence that training or technical assistance was obtained
  • A review of new data submitted through the State data systems
  • Interviews of district staff

District staff may be asked to assist in this process, but they have no additional work to complete in Catamaran.

Based on this review, the MDE will establish that the district is correctly implementing the specific statutory or regulatory requirements and that the identified noncompliance has been corrected. Once evidence of correction can be verified, the MDE will notify the district, close the CAP, and issue a closeout report or letter in the next Catamaran release.