Disability Program Administration: CIS Data Quality Control ...

Disability Program Administration: CIS Data Quality Control ...

Self-Auditing of the Disability Data Collection Report and Accommodation Plan with Notes Report PRH-6: 6.14, R5(a) A DC will accurately enter the required data in the disability data collection and accommodation plan icons in CIS as soon as possible after the student enters the program. PRH-6: 6.14, R5(c) Only the DCs will have access to the disability data collection entry screen, Disability Data Report and the Accommodation Plan with Notes Report in CIS.

PRH-6: 6.14, R5(d). Generally only the DCs will have access to the accommodation plan entry screen; however, if a designees is appointed to enter accommodation plans, this staff person can have access. PRH-6: 6.14, R5(e) All center staff responsible for providing accommodation will have access to the Accommodation Plan Report in CIS. PRH-6: 6.14, R5(f) Accommodation plans will not contain any medical or diagnostic information. PRH-6: 6.14, R3(a); Appendix 605

Reasonable Accommodation Requirements 2 Center Information System Access to Disability Data and Accommodation Plans Conducting a Self-Audit of Staff Access to Disability Data and Accommodatio n Plans 3

1. Is access to the disability data collection entry screen, Disability Staff Access to Disability Data and Accommodation Plans Data Report in CIS limited to only DCs? 2. Is access to the Accommodation Plan Entry Screen and the Accommodation Plan with Notes Report in CIS limited to only DCs or designee? 3. Do all center staff responsible for providing accommodations have access to the Accommodation Plan Report in CIS? 4 Screens/Reports

Who Should Have Access System Functions Report to Verify Access Disability Data Collection Entry Screen Only Disability Coordinators Authorization: WelAcc - Disability Data Collection, Module Disability Data Collection Report Only Disability Coordinators Authorization: WelAcc-Rpt Disability Data Report, Module

Accommodation Plan Entry Screen Only Disability Coordinators or Designee Authorization: WelAcc Accommodation Plan, Module Accommodation Plan with Notes Report Only Disability Coordinator or Designee WelAcc-Rpt - Accommodation Plan Report, Module All Staff Authorization: WelAcc-Rpt Accommodation Plan Report, Module

Accommodation Plan Report 5 5 Center Information System Disability Data Report Active Students Conducting a Self-Audit of the Disability Data Collection Report 6 Review the total number of students

listed on the Disability Data Report as Disability Data Collection Log vs. Accommodation Plan Report having an accommodation plan last page of the report in the bottom left hand corner Compare the total number of Data Collection Log students listed on the Disability Data Report as having an accommodation plan to the total number of students with accommodation plans listed on Accommodation Plan with Notes Report the Accommodation Plan with Notes

Report last page of the report in the bottom left hand corner The numbers should match 7 Are students with all types of disabilities (e.g., mental health, medical, physical, sensory, spectrum disorders, cognitive, and drug/alcohol related disabilities) included in the report? Including all Students with Disabilities Disability Category Specific Disability

Cognitive ADHD/ADD Cognitive ADHD/ADD Cognitive Learning Cognitive Learning Disability Category Specific Disability

Cognitive ADHD/ADD Cognitive Intellectual Disability Medical HIV/Aids Mental Health Mood 8 Compare the students Enroll Date with the Added Date in the Disability Data Report.

Are students with disabilities being added to this report soon after entry or soon after documentation is provided? Timely Entry Age Enroll Date Added Date 20 11/17/18 09/07/19 17

11/08/19 11/22/19 20 07/26/19 10/02/19 18 04/19/18 06/04/19 Age Enroll Date

Added Date 18 04/08/19 04/19/19 21 08/08/19 08/09/19 16 05/26/19 05/29/19 17

10/02/19 10/04/19 9 DCs must select a Disability Category even if the Specific Disability will be Other. Disability Categories are meant to capture all types of disabilities so there is likely an appropriate category to choose. Disability Data Collection Category Disability Category

Specific Disability Does Accom Plan Exist? ADHD/ADD Y Other Y Cognitive ADHD/ADD Y Cognitive

Learning Y Specific Disability Does Accom Plan Exist? Mental Health Other Y Mental Health Serious Emotional

Disturbance Y Cognitive Other Y Cognitive ADHD/ADD Y Cognitive Other Type of Disability (user would specify) Disability Category

10 Center Information System Accommodation Plan with Notes Report Active Students Conducting a Self-Audit of the Accommodatio n Plans with Notes Report 11 12 Confidential

Information 13 Do your accommodation plans contain confidential information? Confidential Information Accommodation plans should not contain confidential information such as medical information, diagnostic, disability documentation, or possible functional limitations (e.g., anger, anxiety, etc.) 14

Comments should focus on how the accommodation helps the student rather than why the accommodation is needed which potentially divulges confidential, disability-related information. Confidential Information 15 Testing Accommodation s

16 Are there comments or descriptions added to the TABE accommodations that make the accommodation inappropriate? TABE Accommodations The TABE accommodations centers may offer are limited to those listed in the drop down boxes in the CIS Accommodation Plan with Notes tab. 17

Are Other accommodations created when there are drop down Accommodations Listed as Other selections available? Are Other accommodations accompanied by additional details in the comments or description box that provide sufficient details about what support to implement? 18 Does the need for testing accommodations also indicates a

potential need for similar accommodations in other areas (not all inclusive)? For example Only Testing Accommodations assignments behavior environmental assistive technology 19 Only Testing Accommodations Are the accommodations offered on tests also being offered in the instructional environment? Are accommodations being considered

for all areas on center (recreation, residential, trade, Work-based Learning)? Are there notes indicating the student rejected previously used or other related accommodations that were offered? Are all accommodations being provided to the student captured in the accommodation plans? 20 20 Behavioral Supports 21 Are there few or no accommodation plans with

behavior supports? Behavioral Supports Do students with mental health disabilities appear to have adequate behavior supports? Are there notes indicating behavior concerns? If so, are there accommodations to support the behavior(s) in the accommodation plan? 22 Do all students have an initial note that explains how/when the accommodation process started? Accommod ation Notes

Tab Disclosure/referral vs. received docs, pre-arrival vs. after arrival, transfer/readmit Do all students have notes indicating effectiveness reviews are occurring at least every 60 days? Follow up RAC held? Any changes to AP necessary? Do notes provide enough detail for the reader to understand what has occurred in each step of the Beginning of RA process, Changes/updates as student moves process? through phases of the program, Any problem solving or issues encountered, Referrals with partners, collaborations with other departments 23 Accommodation Notes Tab 24

Other Consideratio ns 25 Do the notes indicate the student may not have documentation to support the accommodations being provided? Do the notes indicate the accommodations are being provided for reasons other than having a disability (ELL, religious Documentation to Support Accommodations Accommodation Notes Tab example from center: Entry to center 1/24/18. Student reports new disability of a Learning disability with trouble processing. No documentation on file. Will have

release signed to obtain this. Email to Academic Manager for this. Accommodation request completed Today. Accommodations were added to CIS. accommodations, transgender etc.)? Are there accommodations that do not match the disability listed in the disability data collection log such as a student receiving a calculator on Accommodation Notes Tab example from center: Met with student on 8-10-18, sent records release to previous school, after arrival, received records on 11-9-18, gave to DC to write up accommodations, received paperwork back on 11-22-18, sent pass to meet with student on 12-5-16 to sign paperwork. Added agreed upon accommodations to CIS. the TABE that has diabetes? 26 Center Denying

Accommodations Are there notes or comments indicating that accommodations were denied by the center? Accommodation Notes Tab Example from center: 5/11/18 telephone call to applicant 5/2/18 discussed no resource room and cannot provide note taker. Cannot modify curriculum and not time outs. Student wants electrical. 27 Specific Staff Denying Accommodations Are there notes or comments indicating that specific staff are refusing to provide accommodations?

Accommodation Notes Tab Example from center: 6/13/18 Effectiveness Review student reported his math instructor does not allow him to use his calculator on assignments, even after the student reminded the instructor that a calculator is listed in his accommodation plan. 28 Accommodations in the Notes Tab Are accommodations listed in the CIS Accommodation Plan with Notes tab that should be captured using the accommodation drop down list? 29 Accommodations in the Notes Tab

30 Are there notes indicating the effectiveness reviews are being conducted outside the Evaluation of Student Progress Panel (ESP)? Do the notes indicate effectiveness reviews are conducted by the DC or during a RAC? Effectiveness Reviews Accommodation Notes Tab example from center: DC met with student to conduct effectiveness review. Accommodation Notes Tab example from center: ESP/AER DC reviewed documentation from ESP effectiveness review,

neither student nor any staff have requested any changes to current accommodation plan. 31 Are student accommodations listed as inactive? If the student previously agreed to accommodations but no longer wants them the accommodations should be made inactive (N). Inactivating Accommodations Accommodation Notes Tab example from center: All TABE and instructional accommodations deactivated. Other Testing active. Student reported is and has made good progress and in agreement with updated plan. Review the active column in

the accommodation plan (third from the left), to see if the accommodation (s) the student no longer wishes to receive is listed as active (Y) or inactive (N). 32 Access to accommodation plans entry screens should be limited to DCs only. Are staff other than the DCs entering the accommodation plans/notes? Staff Entering Accommodation Plans 33 Test Your

Knowledge 34 Test Your Knowledge What issues do you see with this accommodation plan? Is it appropriate to identify the need for speech and language services in the AP? If a student has functional limitations related to a speech and language impairment what accommodations might we offer? Does the AP include center wide accommodations? What additional

accommodations could be offered? Increased wait time for responses Computer for word processing, spell check, grammar check, and task completion Use of text to speech or speech to text software Provide teacher note/key points from board/presentation

Extended time for assignment completion/dormitory task completion Text to speech software for class, trade, and WBL Access to Bookshare Read directions to the student Verify understanding of directions/assignments 35 What issues do you see

with this Disability Data Collection Log? Are there any students with other listed in the disability category? Are there a variety of disabilities captured? Does it appear the center has captured all students with mental health, medical, sensory, cognitive, spectrum, and drug/ alcohol disabilities? Test Your Knowledge Anxiety ? Depression? Bipolar? OCD? PTSD? Schizophrenia? Diabetes?

Seizure disorders/epilepsy? Chronic Asthma? Autism Spectrum Disorders? 36 Test Your Knowledge What issues do you see with this accommodation plan? Does the AP include center wide accommodations? What additional accommodations could be offered? The notes indicate behavioral supports were agreed to, are there any behavior related accommodations in the AP?

Extended time for assignment completion/dormitory task completion Text to speech software for class, trade, and WBL Access to Bookshare Read directions to the student Verify understanding of directions/assignments/rules Time outs /breaks 37 Resources 38 Data Collection Category/ Specific Disability Key Worksheet

39 Accommodation Reference Worksheet 40 Disability Specific Accommodation Handouts https://supportservices.jobcorps.gov/disability/Pages/Sample-Accommodations-byDisability-Handouts.aspx 41 Disability Specific Accommodation Handouts Sample accommodation handouts are available for many of the common disabilities in the Job Corps population. The handouts are a useful TA tool if you are working with an applicant or

student with a particular disability/functional limitation and are unsure of what accommodations to offer. 42 Sample Reasonable Accommodation CIS Notes Tab Entries The Sample Reasonable Accommodation CIS Notes Tab Entries document is available on the Frequently Requested Documents Page of the Disability Website in the Reasonable Accommodation and Data sections

https://supportservices.jobcorps.gov/ disability/Documents/Sample %20Reasonable%20Accommodation%20CIS %20Notes%20Tab%20Entries.docx https://supportservices.jobcorps.gov/ disability/Pages/FRDocs.aspx 43 Questions? 44

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